1

Chapter 12Chapter 12

Preparing To Write Preparing To Write Business ReportsBusiness Reports

David Gadish, Ph.D.

Ch. 12, Slide 2

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

PlanningPlanning

What Are Business What Are Business Reports?Reports?

Ch. 12, Slide 3

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

PlanningPlanning

What Are Business What Are Business Reports?Reports?

Ch. 12, Slide 4

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

PlanningPlanning ResearchResearch

What Are Business What Are Business Reports?Reports?

Ch. 12, Slide 5

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

PlanningPlanning ResearchResearch

What Are Business What Are Business Reports?Reports?

Ch. 12, Slide 6

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

PlanningPlanning ResearchResearch OrganizationOrganization

What Are Business What Are Business Reports?Reports?

Ch. 12, Slide 7

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

PlanningPlanning ResearchResearch OrganizationOrganization

What Are Business What Are Business Reports?Reports?

Ch. 12, Slide 8

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

PlanningPlanning ResearchResearch OrganizationOrganization PresentationPresentation

What Are Business What Are Business Reports?Reports?

Ch. 12, Slide 9

Ten Truths About Ten Truths About Business ReportsBusiness Reports

1. Everyone writes reports.

2. Most reports flow upward.

3. Most reports are informal.

4. Three report formats (memo, letter, and manuscript) are most common.

5. Reports differ from memos and letters.

Ch. 12, Slide 10

6. Today’s reports are written on computers.

7. Some reports are collaborative efforts.

8. Ethical report writers interpret facts fairly.

9. Organization is imposed on data.10.The writer is the reader’s servant.

Ten Truths About Ten Truths About Business ReportsBusiness Reports

Ch. 12, Slide 11

Report FunctionsReport Functions• Informational reports

• Analytical reports

Ch. 12, Slide 12

Report FormatsReport Formats

• Letter format

• Memo format

• Manuscript format

• Printed forms

Ch. 12, Slide 13

Writing StyleWriting Style

• Formal

• Informal

Ch. 12, Slide 14

Audience Analysis and Audience Analysis and Report OrganizationReport Organization

If readersare informed

If readersare informed

Ch. 12, Slide 15

Audience Analysis and Audience Analysis and Report OrganizationReport Organization

If readersare informed

If readersare informed

Ch. 12, Slide 16

Audience Analysis and Audience Analysis and Report OrganizationReport Organization

Direct PatternDirect Pattern

If readersare informed

If readersare informed

Ch. 12, Slide 17

Audience Analysis and Audience Analysis and Report OrganizationReport Organization

Direct PatternDirect Pattern

If readersare informed

If readersare informed

Ch. 12, Slide 18

Audience Analysis and Audience Analysis and Report OrganizationReport Organization

Direct PatternDirect Pattern

Report

-----Main Idea ---------------------------------------------------------------------------------------------------------------------------------------------------------------------

Report

-----Main Idea ---------------------------------------------------------------------------------------------------------------------------------------------------------------------

If readersare informed

If readersare informed

Ch. 12, Slide 19

Audience Analysis and Audience Analysis and Report OrganizationReport Organization

If readersare supportive

If readersare supportive

Ch. 12, Slide 20

Audience Analysis and Audience Analysis and Report OrganizationReport Organization

If readersare supportive

If readersare supportive

Ch. 12, Slide 21

Audience Analysis and Audience Analysis and Report OrganizationReport Organization

Direct PatternDirect PatternIf readersare supportive

If readersare supportive

Ch. 12, Slide 22

Audience Analysis and Audience Analysis and Report OrganizationReport Organization

Direct PatternDirect PatternIf readersare supportive

If readersare supportive

Ch. 12, Slide 23

Audience Analysis and Audience Analysis and Report OrganizationReport Organization

Direct PatternDirect Pattern

Report

-----Main Idea ---------------------------------------------------------------------------------------------------------------------------------------------------------------------

Report

-----Main Idea ---------------------------------------------------------------------------------------------------------------------------------------------------------------------

If readersare supportive

If readersare supportive

Ch. 12, Slide 24

Audience Analysis and Audience Analysis and Report OrganizationReport Organization

If readersare eager to

have results first

If readersare eager to

have results first

Ch. 12, Slide 25

Audience Analysis and Audience Analysis and Report OrganizationReport Organization

If readersare eager to

have results first

If readersare eager to

have results first

Ch. 12, Slide 26

Audience Analysis and Audience Analysis and Report OrganizationReport Organization

Direct PatternDirect Pattern

If readersare eager to

have results first

If readersare eager to

have results first

Ch. 12, Slide 27

Audience Analysis and Audience Analysis and Report OrganizationReport Organization

Direct PatternDirect Pattern

If readersare eager to

have results first

If readersare eager to

have results first

Ch. 12, Slide 28

Audience Analysis and Audience Analysis and Report OrganizationReport Organization

Direct PatternDirect Pattern

Report

-----Main Idea ---------------------------------------------------------------------------------------------------------------------------------------------------------------------

Report

-----Main Idea ---------------------------------------------------------------------------------------------------------------------------------------------------------------------If readers

are eager tohave results first

If readersare eager to

have results first

Ch. 12, Slide 29

Audience Analysis and Audience Analysis and Report OrganizationReport Organization

If readersare informed

If readersare informed

If readersare supportive

If readersare supportive

If readersare eager to

have results first

If readersare eager to

have results first

Ch. 12, Slide 30

Audience Analysis and Audience Analysis and Report OrganizationReport Organization

If readersare informed

If readersare informed

If readersare supportive

If readersare supportive

If readersare eager to

have results first

If readersare eager to

have results first

Ch. 12, Slide 31

Audience Analysis and Audience Analysis and Report OrganizationReport Organization

Direct PatternDirect Pattern

If readersare informed

If readersare informed

If readersare supportive

If readersare supportive

If readersare eager to

have results first

If readersare eager to

have results first

Ch. 12, Slide 32

Audience Analysis and Audience Analysis and Report OrganizationReport Organization

Direct PatternDirect Pattern

If readersare informed

If readersare informed

If readersare supportive

If readersare supportive

If readersare eager to

have results first

If readersare eager to

have results first

Ch. 12, Slide 33

Audience Analysis and Audience Analysis and Report OrganizationReport Organization

Direct PatternDirect Pattern

Report

-----Main Idea ---------------------------------------------------------------------------------------------------------------------------------------------------------------------

Report

-----Main Idea ---------------------------------------------------------------------------------------------------------------------------------------------------------------------

If readersare informed

If readersare informed

If readersare supportive

If readersare supportive

If readersare eager to

have results first

If readersare eager to

have results first

Ch. 12, Slide 34

Audience Analysis and Audience Analysis and Report OrganizationReport Organization

If readersneed to beeducated

If readersneed to beeducated

Ch. 12, Slide 35

Audience Analysis and Audience Analysis and Report OrganizationReport Organization

If readersneed to beeducated

If readersneed to beeducated

Ch. 12, Slide 36

Audience Analysis and Audience Analysis and Report OrganizationReport Organization

Indirect PatternIndirect Pattern

If readersneed to beeducated

If readersneed to beeducated

Ch. 12, Slide 37

Audience Analysis and Audience Analysis and Report OrganizationReport Organization

Indirect PatternIndirect Pattern

If readersneed to beeducated

If readersneed to beeducated

Ch. 12, Slide 38

Audience Analysis and Audience Analysis and Report OrganizationReport Organization

Indirect PatternIndirect Pattern

If readersneed to beeducated

If readersneed to beeducated Report

----------------------------------------------------------------------------------------------------------------------------------------------------------------------Main Idea ----

Report

----------------------------------------------------------------------------------------------------------------------------------------------------------------------Main Idea ----

Ch. 12, Slide 39

Audience Analysis and Audience Analysis and Report OrganizationReport Organization

If readersneed to bepersuaded

If readersneed to bepersuaded

Ch. 12, Slide 40

Audience Analysis and Audience Analysis and Report OrganizationReport Organization

If readersneed to bepersuaded

If readersneed to bepersuaded

Ch. 12, Slide 41

Audience Analysis and Audience Analysis and Report OrganizationReport Organization

Indirect PatternIndirect PatternIf readersneed to bepersuaded

If readersneed to bepersuaded

Ch. 12, Slide 42

Audience Analysis and Audience Analysis and Report OrganizationReport Organization

Indirect PatternIndirect PatternIf readersneed to bepersuaded

If readersneed to bepersuaded

Ch. 12, Slide 43

Audience Analysis and Audience Analysis and Report OrganizationReport Organization

Indirect PatternIndirect PatternIf readersneed to bepersuaded

If readersneed to bepersuaded

Report

----------------------------------------------------------------------------------------------------------------------------------------------------------------------Main Idea ----

Report

----------------------------------------------------------------------------------------------------------------------------------------------------------------------Main Idea ----

Ch. 12, Slide 44

Audience Analysis and Audience Analysis and Report OrganizationReport Organization

If readersmay be hostileor disappointed

If readersmay be hostileor disappointed

Ch. 12, Slide 45

Audience Analysis and Audience Analysis and Report OrganizationReport Organization

If readersmay be hostileor disappointed

If readersmay be hostileor disappointed

Ch. 12, Slide 46

Audience Analysis and Audience Analysis and Report OrganizationReport Organization

Indirect PatternIndirect Pattern

If readersmay be hostileor disappointed

If readersmay be hostileor disappointed

Ch. 12, Slide 47

Audience Analysis and Audience Analysis and Report OrganizationReport Organization

Indirect PatternIndirect Pattern

If readersmay be hostileor disappointed

If readersmay be hostileor disappointed

Ch. 12, Slide 48

Audience Analysis and Audience Analysis and Report OrganizationReport Organization

Indirect PatternIndirect Pattern

If readersmay be hostileor disappointed

If readersmay be hostileor disappointed

Report

----------------------------------------------------------------------------------------------------------------------------------------------------------------------Main Idea ----

Report

----------------------------------------------------------------------------------------------------------------------------------------------------------------------Main Idea ----

Ch. 12, Slide 49

Audience Analysis and Audience Analysis and Report OrganizationReport Organization

If readersneed to beeducated

If readersneed to beeducated

If readersneed to bepersuaded

If readersneed to bepersuaded

If readersmay be hostileor disappointed

If readersmay be hostileor disappointed

Ch. 12, Slide 50

Audience Analysis and Audience Analysis and Report OrganizationReport Organization

If readersneed to beeducated

If readersneed to beeducated

If readersneed to bepersuaded

If readersneed to bepersuaded

If readersmay be hostileor disappointed

If readersmay be hostileor disappointed

Ch. 12, Slide 51

Audience Analysis and Audience Analysis and Report OrganizationReport Organization

Indirect PatternIndirect Pattern

If readersneed to beeducated

If readersneed to beeducated

If readersneed to bepersuaded

If readersneed to bepersuaded

If readersmay be hostileor disappointed

If readersmay be hostileor disappointed

Ch. 12, Slide 52

Audience Analysis and Audience Analysis and Report OrganizationReport Organization

Indirect PatternIndirect Pattern

If readersneed to beeducated

If readersneed to beeducated

If readersneed to bepersuaded

If readersneed to bepersuaded

If readersmay be hostileor disappointed

If readersmay be hostileor disappointed

Ch. 12, Slide 53

Audience Analysis and Audience Analysis and Report OrganizationReport Organization

Indirect PatternIndirect Pattern

If readersneed to beeducated

If readersneed to beeducated

If readersneed to bepersuaded

If readersneed to bepersuaded

If readersmay be hostileor disappointed

If readersmay be hostileor disappointed

Report

----------------------------------------------------------------------------------------------------------------------------------------------------------------------Main Idea ----

Report

----------------------------------------------------------------------------------------------------------------------------------------------------------------------Main Idea ----

Ch. 12, Slide 54

Applying the Writing Applying the Writing ProcessProcess

to Reportsto 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.

Ch. 12, Slide 55

Work Plan for a Formal Work Plan for a Formal ReportReport

• Statement of problem

• Statement of purpose

• Sources and methods of data collection

• Tentative outline

• Work schedule

Ch. 12, Slide 56

Researching Report Researching Report DataData

Ch. 12, Slide 57

• Locating secondary print data• Books – card catalog, online catalog• Periodicals – print indexes, CD-ROM indexes

Researching Report Researching Report DataData

Ch. 12, Slide 58

• Locating secondary electronic data• Electronic databases

• The Internet

• World Wide Web search tools Google MSN search

Ask Jeeves Yahoo!

• 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?

Researching Report Researching Report DataData

Ch. 12, Slide 59

• Tips for searching the Web• Use two or three search tools.• Understand case sensitivity.• Prefer uncommon words.• Omit articles and prepositions.• Use wild cards.• Know your search tool.• Learn basic Boolean search strategies.• Bookmark the best pages.• Be persistent.• Repeat your search a week later.

Researching Report Researching Report DataData

Ch. 12, Slide 60

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

Researching Report Researching Report DataData

Ch. 12, Slide 61

Illustrating Report DataIllustrating Report Data

Ch. 12, Slide 62

• Functions of graphics• To clarify data• To condense and simplify data• To emphasize data

Illustrating Report DataIllustrating Report Data

Ch. 12, Slide 63

• Forms and objectives of graphics• Table

To show exact figures and values

Class Agree Disagree Undecided

Seniors 738 123 54

Juniors 345 34 76

Sophomores 123 234 78

Freshmen 45 567 123

Illustrating Report DataIllustrating Report Data

Ch. 12, Slide 64

• Forms and objectives of graphics• Bar chart

To compare one item with others

Illustrating Report DataIllustrating Report Data

42

43

44

45

46

47

48

1st Qtr 2nd Qtr 3rd Qtr 4th Qtr

Enrollees

Ch. 12, Slide 65

• Forms and objectives of graphics• Line chart

To demonstrate changes in quantitative data over time

Illustrating Report DataIllustrating Report Data

0102030405060708090

100

2001 2002 2003 2004

Net ($M)

Gross ($M)

Ch. 12, Slide 66

• Forms and objectives of graphics• Pie graph

To visualize a whole unit and the proportion of its components

Illustrating Report DataIllustrating Report Data

Strongly Agree18%

Agree13%

No Opinion

3%

Strongly Disagree

38%

Disagree28%

Ch. 12, Slide 67

• Forms and objectives of graphics• Flow chart

To display a process or procedure

Illustrating Report DataIllustrating Report Data

ReceiveReceive TestTest

FloorFloor

ShelvesShelves ShipShip

Re-boxRe-box Re-stockRe-stock

RepairRepair

Ch. 12, Slide 68

• Forms and objectives of graphics• Organization chart

To define a hierarchy of elements

Illustrating Report DataIllustrating Report Data

William DixonVice President

Sales

John DeleuzeManager

Joan WilliamsVice President

Design

George LaPorteForeman

Charles EubankPresident

ManagerClarice Brown

Vice PresidentWayne Lu

Production

Ch. 12, Slide 69

• Forms and objectives of graphics• Photograph, map, illustration

To create authenticity, to spotlight a location, and to show an item in use

Illustrating Report DataIllustrating Report Data

Ch. 12, Slide 70

Pie GraphPie Graph

2006 MPM INCOME BY DIVISION

DVDs & Videos

Ch. 12, Slide 71

• Use pie graphs to show a whole and the proportion of its components.

• Generally begin at the 12 o’clock position, drawing the largest wedge first. Computer software programs, however, may vary in placement of wedges.

• Include, if possible, the actual percentage or absolute value for each wedge.

Pie GraphPie Graph

Ch. 12, Slide 72

• Use four to eight segments for best results; if necessary, group small portions into one wedge called “Other.”

• Distinguish wedges with color, shading, or crosshatching.

• Keep all labels horizontal.

Pie GraphPie Graph

Ch. 12, Slide 73

Vertical Bar ChartVertical Bar Chart

40

30

20

10

0

Scalevalue

Scale captions

Source note

Mill

ions

of

D

olla

rs

Source: Industry Profiles (New York: DataPro, 2002), 225.

ThemeParks

MotionPictures

Videos

$22.0

$32.2

$24.3

Figure 1 Figure number

2006 MPM INCOME BY DIVISION Figure title

Ch. 12, Slide 74

Bar ChartsBar Charts• Bar charts make visual comparisons.

They can compare related items, illustrate changes in data over time, and show segments as parts of wholes.

• Bar charts may be vertical, horizontal, grouped, or segmented. Avoid showing too much information, thus producing clutter and confusion.

Ch. 12, Slide 75

Bar ChartsBar Charts• The length of each bar and segment

should be proportional.

• Dollar or percentage amounts should start at zero.

Ch. 12, Slide 76

Documenting DataDocumenting Data

Ch. 12, Slide 77

• Reasons for crediting sources• Strengthens your argument

• Gives you protection

• Instructs readers

Documenting DataDocumenting Data

Ch. 12, Slide 78

• 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

Documenting DataDocumenting Data

Ch. 12, Slide 79

• Manual notetaking suggestions• Record all major ideas from various sources

on separate note cards.• Include all publication data along with precise

quotations.• Consider using one card color for direct

quotes and a different color for your paraphrases and summaries.

Documenting DataDocumenting Data

Ch. 12, Slide 80

• Electronic notetaking suggestions• Begin your research by setting up a folder on

your hard-drive that will contain your data.• Create separate subfolders for major topics,

such as Introduction, Body, and Closing.• When on the Web or in electronic databases

you find information you may be able to use, highlight (i.e., drag with your mouse) the passages you want to save, copy them (using control-c), paste them (using control-v) into documents that you will save in appropriate subfolders.

Documenting DataDocumenting Data

Ch. 12, Slide 81

• Be sure to include all publication data.• Consider archiving on a Zip disk the Web

pages or articles used in your research in case the data must later be verified.

Documenting DataDocumenting Data

Ch. 12, Slide 82

• 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.

Documenting DataDocumenting Data

Ch. 12, Slide 83

• Two Documentation Formats• Modern Language Association

Author’s name and page (Smith 100) placed in text; complete references in “Works Cited.”

• American Psychological AssociationAuthor’s name, date of publication, and page number placed near text reference (Jones, 2000, p. 99). Complete references listed at end of report.

Documenting DataDocumenting Data

Ch. 12, Slide 84

EndEnd