Online business communication Assignment Help

Online Business Communication Office 2010
Consolidated Learning Activities Page 1
Report presentation and preparation
Consolidated Learning Activities-Report Writing
These activities are aimed at extending your knowledge of the software (Office 2010 –
Word) and giving you practice at preparing and presenting a business report.
As a manager you need to be prepared to write reports. A report is a document which is
used to provide information to management to inform them of issues, to help solve
problems, and to present recommendations. For example, the Accounting department at
Hammer Wines might write a report to management to analyse monthly sales figures and to
recommend cost cutting measures. The Marketing department might present a proposal
for a new marketing campaign.
Reports vary widely in their degree of formality and also their purpose, for eg: incident
reports, justification reports, progress reports, sales reports.
Whatever the purpose of the report that you are writing, it should reflect and maintain your
organisation’s professional image. This is especially important if it is to be seen by people
outside the organisation. It should always contain factual information and be presented in
clear, concise language.
Presenting a Formal Business Report
You have been asked by Colin to prepare a report to outline the options for computer
training of staff. You have written the report and need to present it as a formal document
which can be presented at the next planning meeting.
The sample report has already been typed, saving you time. The contents are all there, all
you need to do is format it appropriately.
 Open the file unformatted Report.docx.
 Click on the File tab and select Save As. Save the document as Hammer Wines
Training.
Title Page
This page needs to be typed ahead of the introduction section of the report.
Experiment with using one of the built in cover pages. Position the cursor above the
introduction section of the report. (see Figure 1) Click Insert, Cover page. Select a design.

Figure 1 - Insert ribbon
 Position the cursor above the introduction section of the report. Click Insert,
Picture. Select the file Hammer Wines Logo.jpg. You may need to play around a
little when adding the logo if you are using a built in design.
 Create a report title: Computer Training Options at Hammer Wines
 Insert today’s date (Insert, text, date and time, choose preferred format)
 Click Page Layout, Page Setup, Breaks
 Select the option Section Breaks-next page (these instructions will create a section
break and a new page.)
 If you are not using a built in design you will need to display the title page
attractively using appropriate placement, font and picture size, etc. (click file, print
to preview the page layout – click file again to return to the document)
Section breaks
Section breaks allow us to apply different formatting to the different sections of the
document. We will apply three sections to our document:
1. Title page
2. Table of Contents
3. Body of Report
Each section of our document requires different headers and footers. Headers and footers
are not normally included on the title page. Although the page numbering for the
document begins at 1 it will be located on the third and subsequent pages of the document;
(ie. the main body of the document) Any other Preliminary documents (such as a table of
contents and/or executive summary) are usually numbered by using roman numerals.
In Word 2010 there are four types of section breaks: next page, continuous, even page and
odd page. For this report we will use a Next page section break.
 Click Page Layout, Page Setup, Breaks
 Select the option Section Breaks – Next Page (This will result in a blank page which
we will use to insert the table of contents). The document is now divided into three
sections.

 NOTE: If you wish to check that you have correctly inserted section breaks simply
select Home, Paragraph, ¶ (SHOW/HIDE icon). If you wish to delete section breaks
press delete. To return to normal view click the show/hide icon again.
Headers and Footers
You can insert or change text or graphics in headers and footers. You can add page
numbers, the time and date, a company logo, or the document title or file name. As our
document is divided into sections you can vary the headers and footers so that they display
different content for each section. We do not want a header or footer to appear on the title
page (section one). Position your cursor on the Contents Page (section two)
 Select Insert, Header and Footer, Header. (See Figure 2)
Figure 2 - Insert header/footer
 Click Edit Header (alternatively, you can use one of the built in styles).
 Click Navigation, Next. We do not want a header or footer on the title page.
 On the right side of the header you will notice a text box Same as Previous. This
message tells you that the Header for the first and second section is currently linked.
 Click Link to Previous from the navigation options. This breaks the connection
between this section and the previous section.
 Type the new header for section two as “Computer Training Options – Hammer
Hardware” (format -use a font size of 9 point for all headers/footers)
 Click Go to Footer.
 Click on the Link to Previous button to break the connection.
 Insert today’s date. (Header and Footer tools-Insert-Date & Time). This date will
update automatically each time the document is opened.
Page Numbers
It is normal practice for the page numbers to begin on the first page of the body of the
report. The title page is never numbered. Other pages which appear before the main body
(such as the contents page) can be numbered using Roman numerals.
The Header and Footer toolbar should still be visible. If you have moved from the ‘Table of
Contents’ page footer click on Previous Section or Next Section until you have returned to
this point.
 Select Header and Footer, Page Number, Format Page Numbers
 Click on the Number Format drop down box. Select Roman Numerals.
 Select Start at (i) Click OK
 Click on Next Section to move to the first page of the body of your document

 Click on the Link to Previous button on the Header and Footer toolbar to disconnect
from the previous footer (see Figure 3). This will ensure that the numbering will only
appear in section three of the document.
Figure 3 - Headers and footer options
 Select Page Number again. Click on Current Position, Plain Number (i.e. the first
option from the box).
 Select Page Number, Check that Link to Previous is not selected.
 Click Format, Page Numbers, Number format drop down options, select 1,2,3…,
Select Start at 1,2, 3 Then Click OK
 Click Page Number, Current Position, Accent Bar 2 (i.e. third formatting option)
 Click on the Close button for your Header and Footer.
Table of Contents Page
A Table of Contents lists the specific headings of your document along with their page
numbers. When you build a Table of Contents, Word searches selected heading styles, sorts
them by heading level, references their page numbers, and displays the Table of Contents in
the document. In order to generate the Table of Contents automatically, we must first apply
heading styles to the various headings in the document. The easiest way to create a Table of
Contents is to use the built-in heading styles. (See Figure 4)
Selecting headings used to create the table of contents
 Click on the first heading ‘Introduction’
 Click Home, Styles
 Select style labelled Heading 1
 Select Heading 1 for the following headings:
Current situation
Why focus on Training?
Training options
Conclusions
Recommendations
 Find each of the following headings in the report and change each heading to the
style labelled Heading 2:
Peer Coaching
Computer Based Training
Off the Job training
Hiring an in-House trainer

Figure 4 - Selecting heading styles
Generating the Table of Contents
 Click on the black page where the Table of Contents should appear.
 Select References, Table of Contents,
 An options box will appear (see Figure 5). Select one of the built in Table of
Contents formats or alternatively click insert Table of Contents from the options at
the bottom of the box. If you use this final option you will need to add a heading.
This option gives you the opportunity to modify the table design. However, if using
this option you should be careful as some of the optional formats are not considered
acceptable for all document types.
 Modify your selections if necessary. If page numbers are not in the desired format
you will need to change the format of the page numbers then update the table of
contents. To change the format and update the table of contents:
 Insert tab, Page number, format page number, select the desired number format
eg. 1,2,3, or Roman numerals.
 References tab, Update Table, update page numbers only
Figure 5 - Table of contents options

Line Spacing
The report is currently formatted in single spacing. Change this formatting to 1.5 spacing.
 Click, Home, Editing, Select, Select All. The entire document will now be selected.
 Select Page Layout, Paragraph. Open the Paragraph dialogue box by clicking on the
small arrow at the bottom right hand corner of the box. (see
 Figure 6 - Paragraph dialogue box)
 In the Spacing options change the line spacing to 1.5.
NOTE: If the Before/After boxes are not set at 0 you may find you have more spacing
Before/After headings or between paragraphs than you require. Check this and readjust if
necessary.

Figure 6 - Paragraph dialogue box
Regenerating the Table of Contents
Once the page numbering has been altered you will need to update your Table of Contents
to ensure the correct page numbers are listed.
 Select References, Table of Contents, Update Table. (see Error! Reference source
not found.)
Figure 7 - Update table
 Select the option Update entire table (see Error! Reference source not found.)
Figure 8 - Update Table of Contents Dialog box

Preparing a Business Report
The planning stage of a report is extremely important. The planning given to a report will
determine how useful it will be to those who read it. As a writer you need to give special
attention to clearly defining exactly why you are writing the report, who the audience is
likely to be and exactly what the reader wants and needs to know. Only when these issues
are clearly established can you determine your information needs and begin collecting
relevant information.
The following is an outline of suggested steps to use when planning your report.
 Clearly identify the purpose. It is a good idea to write down a ‘purpose statement’.
Ensure that the title of the report accurately reflects this purpose.
 Consider who may read the report. What is their attitude about the issue likely to
be? What previous knowledge do they have about the issue? This will affect how
persuasive you may have to be and how much background material to include in the
introduction.
 Decide what information is needed. Refer to the purpose statement. What
questions need answering to satisfy the purpose? What information needs to be
collected to answer these questions?
 Collect the information. You may use primary sources (such as interviews and
surveys), secondary sources (such as surveys conducted by professional associations)
or tertiary sources (such as academic text books)
 Sort the information. At this stage you may find that some information is not
relevant to the issue and should be discarded
 Prepare an outline. Consider how you can arrange the information in a suitable and
logical sequence. (For example: problem-solution, past-present-future)
The presentation of a report varies on the type of report being written. Informal reports are
often written as memos. Long formal reports usually contain a number of auxiliary parts
such as an executive summary, table of contents, list of references and appendices. When
preparing the report you must decide which of these parts it is necessary to include.
Writing a Business Report
When writing the actual report here are some guidelines which all report writers can follow:
Most reports are usually ordered with an introduction, followed by a discussion/analysis and
ending in a conclusion and recommendations if appropriate to the type of report being
written.
1. Introduction: Provides the reader with relevant background information and to
ensure that the reader clearly understands the purpose of the report. The amount
of information included here is determined by the reader’s familiarity with the issue.
Your writing must be clear and as concise as possible.

2. Body: This is the largest section of the report. It contains the findings of any
research/analysis, the interpretation of the findings and, if required, a discussion
regarding the possible recommendations. Using major and minor headings
throughout this section will assist the reader follow the ideas presented in the
report.
3. Conclusions: This section contains a concluding statement regarding the facts or
findings presented in the report. These statements must be based on the evidence
presented and not simply on your opinion.
4. Recommendations: The purpose of this section is to provide the reader with
recommendations regarding appropriate courses of action. Recommendations need
to be evaluated against the reports original purpose. They must be based on the
evidence presented in the body of the report. However, when writing
recommendations you have freedom to interpret your understanding of the
information presented in the report and present your recommendations accordingly.
Recommendations are not expected for all reports. Some reports may be simply
informational and provided to management as a starting point from which
management may analyse and make decisions.
Challenge – Writing the Report
You work for Hammer Wines in the role of Sales Manager. You have just received a copy of
the analysis for sales representatives ending June 2007. You notice that 70% of profit is
made by the top 30% and that some products have recorded very low sales. (refer to
Hammer Wines Analysis.xlsm for an analysis of the sales figures)
Colin has asked you to prepare a report for distribution at the next sales review meeting. He
requires you to analyse trends in sales by identifying the worst and best sellers and to make
any recommendations with regard to whether some products should be deleted, which
products need extra promotion and whether you have any ideas about how this could be
achieved (Focus on two – three products only).
 Following the guidelines listed above prepare and write a short report which
analyses the sales figures and expresses your ideas on the possible deletion/addition
of lines and the possible promotion of products.
Begin preparing the report by answering the following questions:
 What is the purpose of this report? Exactly why has Colin asked you to write this
report? What does he want the report to achieve? Does he expect
recommendations?
 What questions need to be answered to complete this report? Write out a list of
questions. eg: Which products have the best/worst sales, Which products make the
best/least profits?………
 Where will you obtain the information to answer these questions?

 Who will read the report? Do the potential readers have an understanding of the
background to this report? Are they likely to have a positive attitude about your
ideas? If not you may need to use a more persuasive approach.
Once you have answered these questions you are ready for the next stage of planning:
 Collect the information needed to answer the relevant questions.
 Decide on a logical sequence and prepare an outline of the headings needed for the
report. Your first heading will be ‘Introduction’.
 Decide if you need any auxiliary parts? Eg: table of contents, executive summary,
appendices.
Finally, once you have written the report everything you write should be checked for clarity
and correctness.
 The report should be as concise as possible.
However, if the message is not clear, effective communication will not take place. Use
words your readers will understand. Avoid technical jargon unless you are a specialist
writing to another specialist. Avoid long sentences as they are often ambiguous and difficult
to follow.
Skills Developed
You now know how to:
 Format a formal report using section breaks, headings, styles, headers & footers etc.
 Insert page numbers
 Create an automatically generated table of contents
 Prepare and write a business report

Online business communication Assignment Help

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