1 Report Writing1

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Writing Business Reports

and Proposals


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Chapter 10 Objectives

Discuss why businesses need reports andhow these documents can be classified.

Distinguish between informational andanalytical reports.

Explain the difference between a problemstatement and a statement of purpose,and then identify five other elementsincluded in a formal work plan.


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Chapter 10 Objectives

Describe six tasks necessary toinvestigating business reports.

Define business interviews, andlist four types of interviewquestions.

Clarify what it means to adaptyour report to your audience.


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Definition of a Report

A written or oral message which

Conveys information about research orstatus from one area of business to

another to assist a managers decision

making function.

Presents possible solutions to a business

problem.


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The Purpose/Function of Reports

To make sound decisions and find

effective solutions

To provide a formal, verifiable link

between people, places, and times

To serve as permanent records


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The Purpose/Function of

Reports

To solve immediate problems

To provide complete, accurate,

objective information


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Characteristic of A Good

Report

Well ResearchComplete, accurate, and up-to-date

Well Structured

Specific in scope, terms of reference,relevant, logical with clear conclusion andrecommendation. E.g. to identify the drop insales of product XYZ over the period of 6months for the year 200_ .

Well Written

Consistently classified, clearly presented,precise and objective, readable, wellplanned and edited by expert.


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Electronic ReportsPros and Cons

Advantages

Cost savings

Space savings

Faster distribution

Multimediacommunication

Easiermaintenance

Disadvantages Hardware and software

costs

System incompatibility

Training needs

Risks to data securityand integrity


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Types of Business Reports

Informational reports focus on facts and

are intended to educate readers

Analytical reports provide data analyses,

interpretation, and conclusions. In

analytical reports, information plays a

supporting role.


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InformationalReports


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Informational Reports

Monitor and Control Reports

Purpose: To track performance and chartthe future

Key to success: Be accurate, thorough,and honest

Types

Plans

guidelines for future actions Operating reports performance statistics

Personal activity reports accounts ofwork-related activities

2000 by Prentice Hall

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Deciding on Length and Format

When selecting a format, youhave four options:

Preprintedform

Letter

Memo

Manuscript


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Analytical Reports

Reports for solving problems

Proposals for obtaining new

business or funding

Reports for justifying a project


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Structural Approachesfor Logical Argument

Yardstick approach

2 + 2 = 4 Approach

Scientific method


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Logical Argument: 2 + 2 = 4

Approach

Readers can follow writers thought pattern

Main outline points are independent reasons

Introduction discusses purpose, scope,background, and reasons to accept writerscase

Main section introduces reasons and softensapproach

Final section summarizes reasons anddevelops recommendations


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Logical Argument: Scientific Method

Readers draw their own conclusions

Main points are alternative hypotheses

Introduction states problem and lists possiblecauses or solutions

Main sections correspond to various alternatives

Final section summarizes findings, validity ofsolutions, and recommendations


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Logical Argument:Yardstick Approach

List of criteria used for evaluatingsituation or proposals

Introduction discusses problem and

presents criteria

Main sections correspond to criteria

or alternatives

Final section identifies best alternativeand provides recommendations


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Problem-Solving Reports

Purpose: To analyze alternative

solutions

Key to success: Provide facts, givesound analysis, use good

communication skills

Types Troubleshooting reports

Research reports


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Justification Reports

Purpose: To convince topmanagement to approve or endorse aproject

Key to success: Explain whynecessary, whats involved, costs,and benefits

Types

Acquisitions of tangible assets

Reorganizations (department andcompany)

Procedural and program changes


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New Business or FundingProposals

Purpose: To convince customer to buyproducts, services, plans, or projects

Key to success: Prepare with care

Types Solicited

Prepared at request of client

Must meet specifications of RFP Unsolicited

Initiated by seller Succeed only if client convinced of need for action


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Proposals

What is aproposal?

How do proposals differ from justifications?

What is a solicited proposal? An unsolicitedproposal?

A proposal is a special type of analytical report thatgets products, plans, or projects accepted byoutsiders.

Proposals are legally binding and often competefor a clients business. Justifications do neither. Clients request solicited proposals. Unsolicited

proposals are initiated by organizations to obtainbusiness or funding.

QuickQuiz

QuickQuiz

QuickQuiz

QuickQuiz


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Planning Business Reports

Begin with a prob lem s tatement

Limit your scope

Outline issues to investigate

Develop a statement of purp ose

Prepare work plan


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Developing a Work Plan

Prepare a work plan by including

the following elements:Statement of problem

Statement of purpose

Tasks to be done

Products that will result

Project assignmentsWorking outline

Follow-up activities


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LetsDiscuss

LetsDiscuss

LetsDiscuss

LetsDiscuss Investigating

What are six activities that help youorganize the research process?

What is the difference betweenprimary research and secondaryresearch?

Where do you go to look for industryinformation? For specific companyinformation? For commercialdatabases?


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Secondary Information

Resources in a Library

Business books

Almanacs

Newspapers

Periodicals

Directories

Electronic databases

Government publications


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Searching a Database Select appropriate databases.

Use multiple search engines.

Use key words and phrases.

Use short phrases.

Dont use stopwords.

Do not use words contained in the name of the

database.

Use variations of your terms.


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Searching a Database

Specify a logical relationship between key

words.

Evaluate the precision and quality of yourresults.

Use Boolean operators such as AND, OR,

and NOT.

Use proximity operators

Use wildcards

continued


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Preparing Effective Surveys

Provide clear instructions

Keep it short and easy to answer

Use questions that are easily tabulated

Avoid leading questions

Ask only one thing at a time

Pretest the questionnaire


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Preparing Interview Questions

Use the appropriate type of question toget the information you need.

Think about the sequence of questions.

Identify the questions you really needanswers to.

Ask smart questions.

Use a mix of question types.

Limit the number of your questions.

Edit questions for neutrality andobjectivity.


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Processing Information

You Have Gathered

Read the material and take notes.

Know when to quote and when toparaphrase.

Document your sources so you can

avoidplagiarism.


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LetsDiscuss

LetsDiscuss

LetsDiscuss

LetsDiscuss Analyze Your Data

Define the following terms:

Average

Mean

Median

Mode

Trend

Correlat ion

Conclus ion

Recommendat ion


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What are the six classification of businessreports?

How do informational reports differ fromanalytical reports?

What is a problem statement, and howdoes it differ from a statement of purpose?

What is included in a work plan for a report,

and why is it important? How does primary information differ from

secondary information?

Lets

Discuss

Test YourKnowledge


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What four types of questions can beposed during an interview?

What is paraphrasing, and what is itspurpose?

What are the characteristics of a soundconclusion? How does a conclusion differ from a

recommendation?

Why do writers use the you attitude intheir reports?

Lets

Discuss

Test YourKnowledge continued


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ASSIGNMENT- ANALYTICAL

REPORT

TOPIC

Executive

summary/abstract

Introduction

Background of the

Study

Objectives of the

Study

Problem Statement

Literature Review

Methodology

Survey analysis and

findings

Conclusion

Recommendation

References

Appendix

Sample questionnaire

Data summary

Letter of Permission Any other Exhibits

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