Report writing

1
Report writing

• Chapter 10

2
Report process

• Planning
• Data gathering
• Data analysis
• Writing
• Draft
• Edit revise edit revise edit revise
• Formatting report.
• Proofread, proofread one more time

3
Objectives

• Types purposes of reports
• Audience analysis
• Evaluate data
• Secondary data that already exists
• Do I need to collect primary data?
• Managing business reports

4
Defining reports

• Orderly
• for locating information
• Objective
• with no bias
• Presents information
• Facts, data
• Appropriate enough
• Aid in
• decision-making problem solving

5
Characteristics of reports

• Types purposes vary widely
• Quality of Process
• Quality of product
• Accuracy
• See guidelines pp.347-8
• Often Collaborative effort

6
Purposes of Reports

• Informing
• Analyzing
• recommending

7
Audience Analysis

• Internal vs. external
• Authorized
• vs. voluntary reports
• Level of knowledge interest

8
Available Data Secondary

• WWW
• Published articles other publications
• Unpublished documents
• Proprietary Legal documents
• Personal records Medical records
• PRIVACY ISSUES! Hppa

9
Evaluating Secondary Data

• Quality
• Accuracy
• Trustworthy
• credibility
• Studys purpose

• Method of data collection analysis
• Consistent useful
• Age of data/study

10
Managing reports

• Information overload
• Listing of reports
• usefulness
• necessity
• Size Limit

• Prepared Summary
• for boss to read
• Some omitted
• Some merged
• authorization

11
Types of reports

• Periodic
• Policies procedures
• Situational reports
• Proposals

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Periodic reports

• Routine management reports
• Compliance reports
• Progress reports

13
Policies Procedures

• Policy
• Broad operating guidelines
• Governs general direction org. activities
• Example promoting from within

14
Policies Procedures

• Procedures
• methods or sequential steps
• Recommended for specific activity
• Example steps to achieve promotion
• See Model 19 p. 360

15
Situational reports

• Unique situations
• Requires only one-time reports
• See Model 20 (p. 363)

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Proposals

• Project proposals
• See Model 17 pp. 356-7
• Research proposals
• See Model 18 pp. 358-9

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More on Proposals

• Solicited
• RFPs
• States specifics of what it wants done
• Invites suppliers to bid on project

• Unsolicited
• more background info is needed
• More evidence to support is required
• More persuasion
• Reader not familiar with problem/project

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Still more. proposals

• Becomes legally binding contract
• Writer creates the OFFER part of contract
• Reader accepts/rejects the offer
• Accepted legally binding

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Proposals Persuasive

• Give ample credible evidence
• Do not exaggerate
• Provide examples,
• expert testimonies,
• specific facts
• to support your statements
• Stress reader benefits

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proposal outline

• Heading
• Introduction
• Problem
• Scope
• Procedures
• Conclusion recommendations
• references

21
Parts to typical proposal

• Background
• Objectives
• Procedures
• Qualifications
• Request for approval
• Supporting data

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THE END