Chapter 11 Business Report Basics

Chapter 12

Business Report Basics1 Ch. 11, Slide 31

Researching Report Data Secondary Print DataBooks card catalog, online catalogPeriodicals print indexes, electronic indexes31 Ch. 11, Slide 3Preparing to Write Business ReportsWhat are business reports?

Photodisc / Getty ImagesBusiness reports are systematic attempts to answer questions and solve problems.3Ch. 12, Slide 4Business reports are systematic attempts to answer questions and solve problems. They include the following activities.PlanningResearchOrganizationPresentationWhat Are Business Reports? Ch. 11, Slide 5

Preparing to Write Business ReportsReport functionsInformational reports Analytical reports Direct pattern Indirect pattern Writing styleFormal Informal Report patterns5 Ch. 11, Slide 6Report formatsPrinted forms Digital Letter Memo Manuscript

TRBfoto / Photodisc / Getty ImagesPreparing to Write Business Reports6 Ch. 11, Slide 7

Everyone writes reports.12

Most reports flow upward.3Most business reports are informal.Ten Truths You Should Know About Reports7 Ch. 11, Slide 8

4Memo formatLetter formatManuscript formatThree formats are most popular:Ten Truths You Should Know About Reports8 Ch. 11, Slide 9

5Reports differ from memos and letters.6Todays reports take advantage of computer technologies.7Many reports are collaborative efforts.Ten Truths You Should Know About Reports98 Ch. 11, Slide 10

8Ethical report writers interpret facts fairly.9Organization is imposed on data.10The writer is the readers servant.Ten Truths You Should Know About Reports108Ch. 12, Slide 11Report FormatsLetter formatMemo formatManuscript formatPrinted forms

Ch. 12, Slide 12Report FormatsLetter FormatShort informal reports addressed outside the organization

Ch. 12, Slide 13Report FormatsMemo FormatShort informal reports that stay within the organization

Ch. 12, Slide 14Report FormatsManuscript FormatLonger, more formal

Ch. 12, Slide 15Report FormatsPrinted FormsPrepared forms used for repetitive data

Ch. 11, Slide 17 Informational Report

Introduction/Background ____________________________________________________________________________________________________________________________________________________________________________________________________________

Facts/Findings _____________________________________________________________________________________________________________________________________________________________________________________________________________________________

Summary __________________________________________________________________________________________________________________________________________________________________________________________________________________________________Direct Pattern

Analytical Report

Introduction/Problem ________________________________________________________________________________________________________________________________________

CONCLUSIONS/RECOMMENDATIONS______________________________________________________________________________________________________

Facts/Findings______________________________________________________________________________________________________

Discussion/Analysis__________________________________________________________________________________________________________________178 Ch. 11, Slide 18Audience Analysis and Report OrganizationThe Indirect PatternIf readersneed to beeducatedIf readers needto be persuadedIf readers maybe disappointedor hostileIndirect Pattern18 Ch. 11, Slide 19Indirect Pattern

Analytical Report

Introduction/Problem ________________________________________________________________________________________________________________________________________

Facts/Findings_______________________________________________________________________________________________________________________

Discussion/Analysis______________________________________________________________________________________________________CONCLUSIONS/RECOMMENDATIONS__________________________________________________________________________________________________________________19Ch. 12, Slide 20Report FormatsLetter format

Ch. 11, Slide 21Informational ReportLetter Format

Center for Consumers of Legal Services P.O. Box 260 (804) 248- 8931 Richmond, VA 23234 www. cclegalservices.com

September 7, 2007

Ms. Lisa Burgess, SecretaryLake Austin Homeowners3902 Oak Hill DriveAustin, TX 78134

Dear Ms. Burgess:

As executive director of the Center for Consumers of Legal Services, I'm pleased to send you this information describing how your homeowners association can sponsor a legal services plan for its members. After an introduction with background data, this report will discuss three steps necessary for your group to start its plan.

IntroductionA legal services plan promotes preventative law by letting members talk to attorneys whenever problems arise. Prompt legal advice often avoids or prevents expensive litigation. Because groups can supply a flow of business to the plan's attorneys, groups can negotiate free consultation, follow-up, and discounts.

21 Ch. 11, Slide 22Informational ReportLetter (Continued)

Two kinds of plans are commonly available. The first, a free plan, offers free legal consultation along with discounts for services when the participating groups are sufficiently large to generate business for the plan's attorneys. These plans actually act as a substitute for advertising for attorneys. The second common type is the prepaid plan. Prepaid plans provide more benefits, but members must pay annual fees, usually $200 or more a year. Over 30 million people are covered by legal services plans today, and a majority belong to free plans.

Since you inquired about a free plan for your homeowners' association, the following information describes how to set up such a program.

Determine the Benefits Your Group Needs

The first step in establishing a free legal service is to meet with the members of your group to decide what benefits they want. Typical benefits include the following:

Free consultation. Members may consult a participating attorney--by phone or in the attorney's office--to discuss any matter. The number of consultations is unlimited, provided each is about a separate matter. Consultations are generally limited to 30 minutes, but they include substantive analysis and advice.

Free document review. Important papers--such as leases, insurance policies, and installment sales contracts--may be reviewed with legal counsel. Members may ask questions and receive an explanation of terms.22Ch. 12, Slide 23Report FormatsMemo format

Ch. 11, Slide 24Analytical ReportMemo Format

Atlantic Environmental, Inc.Interoffice Memo

DATE:March 7, 2008

TO:Kermit Fox, President

FROM: Cynthia M. Rashid, Environmental Engineer

SUBJECT:Investigation of Mountain Park Commercial Site

For Allegheny Realty, Inc., I've completed a preliminary investigation of its Mountain Park property listing. The following recommendations are based on my physical inspection of the site, official records, and interviews with officials and persons knowledgeable about the site.

Recommendations

To reduce its potential environmental liability, Allegheny Realty should take the following steps in regard to its Mountain Park listing: Conduct an immediate asbestos survey at the site, including inspection of ceiling insulation material, floor tiles, and insulation around a gas-fired heater vent pipe at 2539 Mountain View Drive.24 Ch. 11, Slide 25Analytical ReportMemo (Continued) Prepare an environmental audit of the generators of hazardous waste currently operating at the site, including Mountain Technology.

Obtain lids for the dumpsters situated in the parking areas and ensure that the lids are kept closed.

Findings and Analyses

My preliminary assessment of the site and its immediate vicinity revealed rooms with damaged floor tiles on the first and second floors of 2539 Mountain View Drive. Apparently, in recent remodeling efforts, these tiles had been cracked and broken. Examination of the ceiling and attic revealed further possible contamination from asbestos. The insulation for the hot-water tank was in poor condition.

Located on the property is Mountain Technology, a possible hazardous waste generator. Although I could not examine its interior, this company has the potential for producing hazardous material contamination.

In the parking area large dumpsters collect trash and debris from several businesses. These dumpsters were uncovered, thus posing a risk to the general public.25 Ch. 11, Slide 27Analytical ReportManuscript Format

REDUCING VEHICLE EMISSIONSAND SMOG IN THE LOS ANGELES BASIN

INTRODUCTION

Pacific Enterprises, Inc., is pleased to submit this report to the Air Resources Board of Los Angeles County in response to its request of April 18. This report examines the problem of vehicle emissions in the Los Angeles Basin. Moreover, it reviews proposed solutions and recommends a course of action that will lead to a significant reduction in the hydrocarbon and nitrogen oxide emissions of older vehicles.

Background and Discussion of Problem

The County of Los Angeles has battled dirty air for five decades. The largest stationary polluters (manufacturers, petroleum refineries, and electric power plants, for example) are no longer considered a major source of pollution. Today, the biggest smog producers are older automobiles, trucks, and buses. Newer vehicles, as a result of improved technology and government regulation, have sharply reduced their emissions. However, nearly 400,000 pre-1980 vehicles continue to operate on Southern California's streets and freeways. A recent state-funded study (Rutman 37) estimated that 50 percent of the smog generated in Southern California comes from these older vehicles.27 Ch. 11, Slide 28Analytical ReportManuscript (Continued)However, many of these vehicles are either undetected or exempted from meeting the clean-air standards. Little has been done to solve this problem because retrofitting these old cars with modern pollution control systems would cost more than many of them are worth. Two innovative solutions were recently proposed.

Reducing Smog by Eliminating Older Cars

Two large organizations, Unocal and Ford Motor Company, suggested a buy-out program to eliminate older cars. To demonstrate its effectiveness, the two firms bought more than

RECOMMENDATIONSBased on our findings and the conclusions discussed earlier, we submit the following recommendations to you:

1. Study the progress of Germany's attempt to reduce smog by retrofitting older vehicles with computer-controlled fuel management systems.

2. Encourage Ford Motor Company and Unocal to continue their buy-out programs in exchange for temporary smog credits.

3. Invite Neutronics Enterprises in Carlsbad, California, to test its Lambda emission- control system at your El Monte test center.28 Ch. 11, Slide 29

Work Plan for a Formal Report Statement of problem Statement of purpose Sources and methods of data collectionTentative outlineWork schedule 29Ch. 12, Slide 30Researching Report Data

Ch. 11, Slide 32

Researching Report Data Secondary Electronic DataElectronic databasesABI/INFORM LexisNexis AcademicFactiva EBSCOWeb search toolsGoogle Yahoo SearchMSN Search AOL

32 Ch. 11, Slide 33

Evaluating Web sourcesHow 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 Data Secondary Electronic Data33 Ch. 11, Slide 34Tips for Searching the WebUse two or three search tools.Know your search tool.Understand case sensitivity.Use nouns as search terms and up to eight words in a query.

Combine keywords into phrases.Omit articles and prepositions.34 Ch. 11, Slide 35Tips for Searching the WebUse wild cards.Learn basic Boolean search strategies.Bookmark the best sources.Repeat your search a week later.

Keep trying.Evaluate your Web sources for currency, authority, content, and accuracy.35Ch. 12, Slide 36Basic Boolean Search Strategies

AND identifies documents containing all of the specified words: employee AND productivity AND morale

OR identifies documents containing at least one of the specified words: employee OR productivity OR morale

Researching Report DataCh. 12, Slide 37Basic Boolean Search Strategies, cont.

NOT excludes documents containing the specified word(s): employee productivity NOT morale

NEAR: finds documents containing target words within a specified distance, for example, 10 words: employee NEAR productivity

Researching Report Data Ch. 11, Slide 39

Documenting Data Reasons for crediting sourcesStrengthens your argumentProtects you from charges of plagiarismInstructs readers39 Ch. 11, Slide 40Documenting Data Another person's ideas, opinions, examples, or theoryAny facts, statistics, graphs, and drawings that are not common knowledgeQuotations of another person's actual spoken or written wordsParaphrases of another person's spoken or written words Learn what to document40 Ch. 11, Slide 41Documenting Data Learn to paraphraseRead 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.41 Ch. 11, Slide 42

Documenting Data Two documentation formatsModern Language AssociationAmerican Psychological AssociationAuthors name and page (Smith 100) placed in text; complete references in "Works Cited."Authors name, date of publication, and page number placed near the text reference (Jones, 2006, p. 99). Complete references listed at the end of the report in "References.42Ch. 12, Slide 43Illustrating Report Data

Forms and objectives of graphicsPhotograph, map, illustrationTo create authenticity, to spotlight a location, and to show an item in useIllustrating Report Data

Ch. 11, Slide 45Illustrating Report Data Functions of graphics To clarify data To create visual interestTo condense and simplify dataTo make numerical data meaningful

45Forms and objectives of graphicsTableTo show exact figures and valuesClassAgreeDisagreeUndecidedSeniors73812354Juniors3453476Sophomores12323478Freshmen45567123Illustrating Report DataForms and objectives of graphicsBar chartTo compare one item with othersIllustrating Report Data

Bar ChartsBar 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.Bar ChartsThe length of each bar and segment should be proportional.Dollar or percentage amounts should start at zero.Vertical Bar Chart40302010 0ScalevalueScale captionsSource noteMillions of DollarsSource: Industry Profiles (New York: DataPro, 2002), 225.ThemeParksMotionPicturesVideos

$22.0$32.2$24.3 Figure 1 Figure number 2006 MPM INCOME BY DIVISION Figure title Ch. 11, Slide 52

Vertical Bar Chart Use bar charts to make visual comparisons. Compare related items, illustrate changes in data over time, or show segments as parts of wholes.Make bar charts in vertical, horizontal, grouped, or segmented forms. Avoid shoeing too much information, thus producing clutter and confusion.Make the length of each bar and segment proportional.Start dollar or percentage amounts at zero.52Forms and objectives of graphicsLine chartTo demonstrate changes in quantitative data over timeIllustrating Report Data

Forms and objectives of graphicsPie graphTo visualize a whole unit and the proportion of its componentsIllustrating Report Data

Pie Graph

2006 MPM INCOME BY DIVISIONDVDs & Videos Ch. 11, Slide 56

Pie Chart 56 Ch. 11, Slide 57Pie Chart Use pie charts to show a whole and the proportion of its components.Generally begin at the 12 oclock position, drawing the largest wedge first.Include, if possible, the actual percentage or absolute value for each wedge.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.57Forms and objectives of graphicsFlow chartTo display a process or procedureIllustrating Report DataReceiveTestFloorShelvesShipRe-boxRe-stockRepairForms and objectives of graphicsOrganization chartTo define a hierarchy of elementsIllustrating Report DataWilliam DixonVice PresidentSalesJohn DeleuzeManagerJoan WilliamsVice PresidentDesignGeorge LaPorteForemanCharles EubankPresidentManagerClarice BrownVice PresidentWayne LuProduction Ch. 11, Slide 60Illustrating Report Data Photograph, map, illustration Forms and Objectives To create authenticity, to spotlight a location, and to show an item in use

60End Ch. 11, Slide 6161Sheet: 1st Qtr2nd Qtr3rd Qtr4th QtrEnrolleesSheet: Strongly AgreeAgreeDisagreeStrongly DisagreeNo Opinion