i.business reports
DESCRIPTION
THE PRESENTATION FOR BUSINESS REPORTTRANSCRIPT
Applying the Writing Applying the Writing Process to ReportsProcess to Reports
Analyze the Analyze the problem and problem and purpose.purpose.
Anticipate the Anticipate the audience and audience and issues.issues.
Prepare a Prepare a work plan.work plan.
Implement Implement your research your research strategy.strategy.
Applying the Writing Applying the Writing Process to ReportsProcess to Reports
Organize, Organize, analyze, analyze, interpret, and interpret, and illustrate the illustrate the data.data.
Compose the Compose the first draft.first draft.
Revise, Revise, proofread, proofread, and evaluate.and evaluate.
Definition: An orderly and objective communication of factual information that serves a business purpose.
Business reports are systematic attempts to answer questions and solve problems.
\\\They
PlanningPlanning ResearchResearch
What Are Business What Are Business Reports?Reports?
Anatomy of a ReportAnatomy of a Report
• Cover Page/ Title Page
• Letter of Transmittal
• Table of Contents
• List of Illustrations
• Executive Summary
• Report Body
1.Cover Page/ Title 1.Cover Page/ Title Page of ReportPage of Report
Letter of TransmittalLetter of Transmittal
Letter of TransmittalLetter of Transmittal
• Background• Summarize conclusions and
recommendations• Minor problems. Thank those who
helped.• Additional research necessary• Thank the reader. Offer to answer
questions.
Table of ContentsTable of Contents
List of IllustrationsList of Illustrations
Executive SummaryExecutive Summary
Report BodyReport Body
1.Introduction– Purpose and Scope;Limitations, Assumptions,
and Methods2.Background/History of the Problem3.Body
– Presents and interprets data4.Conclusions and Recommendations5.References or Works Cited6.Appendixes
– Interview transcripts, questionnaires, question tallies, printouts, and previous reports
Document DesignDocument Design
• Use no more than 5 colors.
• Use glossy and high quality paper.
• Use white space.
• Use templates.
• Use parallelism.
• Avoid double emphasis.
Sample:Sample:
Informational Report—Informational Report—Letter FormatLetter 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.
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.
Informational Report—Informational Report—Letter (Continued)Letter (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.
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.
Analytical Report—Analytical Report—Manuscript FormatManuscript 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.
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.
Analytical Report—Analytical Report—Manuscript (Continued)Manuscript (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.
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.
Preparing to Write Preparing to Write Business ReportsBusiness Reports
Report functionsInformational reports Analytical reports
Direct pattern Indirect pattern
Writing styleFormal Informal
Report patterns
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
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 ----
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
• Researching primary data• Surveys• Interviews• Observation• Experimentation
Researching Report Researching Report DataData
• Locating secondary print data• Books – card catalog, online catalog• Periodicals – print indexes, CD-ROM indexes
Researching Report Researching Report DataData
• Locating secondary electronic data• Electronic databases
• The Internet
• World Wide Web search tools Google netvibes MSN search mamma
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
• Functions of graphics• To clarify data• To condense and simplify data• To emphasize data
Illustrating Report DataIllustrating Report Data
• 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
• 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)
• 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
• 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
• 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
• 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%
Pie GraphPie Graph
2006 MPM INCOME BY DIVISION
DVDs & Videos
• Use pie graphs to show a whole and the proportion of its components.
• Include, if possible, the actual percentage or absolute value for each wedge.
• Use four to eight segments for best results.
• Distinguish wedges with colour, shading, or crosshatching.
Pie GraphPie Graph
• 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
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
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.
• Avoid showing too much information, thus producing confusion.
Cont…Cont…• The length of each bar and segment
should be proportional.
• Dollar or percentage amounts should start at zero.
• Strengthens your argument
• Gives you protection
• Instructs readers
Reasons for Reasons for crediting crediting sourcessources
• 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
• Use www.citefast.com for APA citation
What to Document or What to Document or Cite?Cite?
Citefast.comCitefast.com
41
Citefast.comCitefast.com
42
• 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.
Electronic note taking Electronic note taking suggestionssuggestions
• 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.
Learn Paraphrasing to Learn Paraphrasing to Avoid PlagiarismAvoid Plagiarism
Thank You/ QuestionsThank You/ Questions