Preparing to Write Business Reports

1
Chapter 12

• Preparing to Write Business Reports

2
What Are Business Reports?

• Business reports are systematic attempts to
  answer questions and solve problems. They include
  the following activities.

Planning
Research
Organization
Presentation
3
Ten Truths About Business Reports

• Everyone writes reports.
• Most reports flow upward.
• Most reports are informal.
• Three report formats (memo, letter, and
  manuscript) are most common.
• Reports differ from memos and letters.

4
Ten Truths About Business Reports

• Todays reports are written on computers.
• Some reports are collaborative efforts.
• Ethical report writers interpret facts fairly.
• Organization is imposed on data.
• The writer is the readers servant.

5
Report Functions

• Informational reports
• Analytical reports

6
Audience Analysis and Report Organization
If readers are informed
Report -----Main Idea ---- ----------------------
- ----------------------- -----------------------
----------------------- ----------------------- --
--------------------- -----------------------
Direct Pattern
If readers are supportive
If readers are eager to have results first
7
Audience Analysis and Report Organization
If readers need to be educated
Report ----------------------- ------------------
----- ----------------------- --------------------
--- ----------------------- ----------------------
- ----------------------- -----Main Idea ----
Indirect Pattern
If readers need to be persuaded
If readers may be hostile or disappointed
8
Report Formats

• Letter format
• Memo format
• Manuscript format
• Printed forms

9
Writing Style

• Formal
• Informal

10
Applying the Writing Processto Reports

• Step 1
• Step 2
• Step 3
• Step 4
• Step 5
• Step 6
• Step 7

• Analyze the problem and purpose.
• Anticipate the audience and issues.
• Prepare a work plan.
• Implement your research strategy.
• Organize, analyze, interpret, illustrate the
  data.
• Compose the first draft.
• Revise, proofread, and evaluate.

11
Work Plan for a Formal Report

• Statement of problem
• Statement of purpose
• Sources and methods of data collection
• Tentative outline
• Work schedule

12
Researching Report Data

• Locating secondary print data
• Books card catalogue, online catalogue
• Periodicals print indexes, CD-ROM indexes
• Locating secondary electronic data
• Electronic databases
• The Internet
• World Wide Web search tools
• Evaluating Web sources
• How current is the information?
• How credible is the author or source?
• What is the purpose of the site?
• Do the facts seem reliable?

13
Researching Report Data

• Researching primary data
• Surveys
• Interviews
• Observation
• Experimentation

14
Illustrating Report Data

• Functions of graphics
• To clarify data
• To condense and simplify data
• To emphasize data
• Forms and objectives of graphics
• Bar chart - To compare one item with others
• Line chart - To demonstrate changes in
  quantitative data over time
• Pie graph - To visualize a whole unit and the
  proportion of its components
• Flow chart - To display a process or procedure
• Table - To show exact figures and values
• Organization chart - To define a hierarchy of
  elements
• Photograph, map, illustration - To create
  authenticity, to spotlight a location, and to
  show an item in use

15
Documenting Data

• Reasons for crediting sources
• Strengthens your argument
• Gives you protection
• Instructs readers

16
Documenting Data

• Learning what to document
• Another person's ideas, opinions, examples, or
  theory
• Any facts, statistics, graphs, and drawings that
  are not common knowledge
• Quotations of another person's actual spoken or
  written words
• Paraphrases of another person's spoken or written
  words

17
Documenting Data

• Learn to paraphrase
• Read the original material carefully so that you
  can comprehend its full meaning.
• Write your own version without looking at the
  original.
• Do not repeat the grammatical structure of the
  original, and do not merely replace words of the
  original with synonyms.
• Reread the original to be sure you covered the
  main points but did not borrow specific language.