8/9/2010

1

BUSINESS COMMUNICATIONBUSINESS COMMUNICATION

MGT 269

TOPIC 2

REPORT WRITING

1

ObjectivesObjectives

Discuss why businesses need reports and how these documents can be classified.

Distinguish between informational and analytical reports.

Explain the difference between a problem statement and a statement of purpose.

Definition of a ReportDefinition of a Report

A written or oral message which;

Conveys information about research or

status from one area of business to

another to assist a manager’s decision

making function.

Presents possible solutions to a business

problem.

PURPOSE OF REPORTPURPOSE OF REPORT

To make sound decisions and find

effective solution on particular issues

To show progress of work, monitor and

control operations

To help implement policies and

procedures

To comply with legal or regulatory

requirements

To document work performed for a client

To obtain new business or funding

8/9/2010

2

PURPOSE OF REPORTPURPOSE OF REPORT

To serve as permanent records

To provide complete, accurate, objective

information (disseminate information)

CHARACTERISTIC OF GOOD CHARACTERISTIC OF GOOD

REPORTREPORT Well Research

◦ Complete, accurate, error-free and up-to-date

Well Structured

◦ Specific in scope, terms of reference, relevant, logical with clear

conclusion and recommendation.

E.g. to identify the drop in sales of product XYZ over the period of 6

months for the year 200_ .

Well Written

◦ Consistently classified, clearly presented,

◦ precise and objective, readable, well planned and edited by expert.

CATEGORIES OF

BUSINESS REPORT

INFORMATIONAL

REPORTS PROPOSAL

ANALYTICAL

REPORTS

- Persuasive requests for

decisions or action

- Focus on facts and are

intended to educate readers

- Provide data analyses, interpretation, and

conclusions.

- In analytical reports, information will be analyze

- Provide the solution

CATEGORIES OF REPORT…CATEGORIES OF REPORT… Proposal – combine information delivery and persuasive

communication

Reports – written accounts objectively communicate information about some aspect of business, may be written –Daily, weekly, monthly or annually ( periodic reports)

Example:

◦ Representatives’ report on sales visits

◦ Managers’ report for department

◦ Equipment and maintenance reports

◦ Progress reports

◦ Safety reports

◦ Accident reports

◦ Summary reports

8/9/2010

3

Structural Approachesfor Logical Argument

Yardstick approach

2 + 2 = 4 Approach

Scientific method

Logical Argument: 2 + 2 = 4 ApproachLogical Argument: 2 + 2 = 4 Approach

Readers can follow writer’s thought pattern

Main outline points are independent reasons

Introduction discusses purpose, scope, background, and reasons to accept writer’s case

Main section introduces reasons and softens approach

Final section summarizes reasons and develops recommendations

Logical Argument: Scientific MethodLogical Argument: Scientific Method

Readers draw their own conclusions

Main points are alternative hypotheses

Introduction states problem and lists possible causes or solutions

Main sections correspond to various alternatives

Final section summarizes findings, validity of solutions, and recommendations

Logical Argument:Yardstick Approach

List of criteria used for evaluating situation or proposals

Introduction discusses problem and presents criteria

Main sections correspond to criteriaor alternatives

Final section identifies best alternative and provides recommendations

8/9/2010

4

THE REPORT WRITING PROCESSTHE REPORT WRITING PROCESS

Planning the report

Compile data

Produce a draft

Finalize the report

Determine the purpose and relationship

Collect information through research

Evaluate the facts and data

Organize the material

Write first draft

Edit the draft

Produce the final report

(1) BEFORE YOU WRITE(1) BEFORE YOU WRITE

What is the purpose of this report?

What is the problem to be solved?

What do I hope to accomplish?

Does the report aim to inform or

analyze?

Who is going to read the report?

What does the reader need to know?

** OR USING THE FIVE Ws + ONE Hs

Example of problem statementExample of problem statement

Problem statement

◦ Our company’s market

share is steadily

declining

Statement of

purpose

◦ To explore new ways

of promoting and

selling our products

and recommend the

approaches most likely

to stabilize our market

share

Sample Statements of PurposeSample Statements of Purpose

To update clients on progress of project To develop annual goals and objectives To identify customers and explain how

the company will serve them To submit monthly sales statistics to

management To summarize events that occurred at

annual sales conference To submit required information to the

SEC

8/9/2010

5

(2) COMPILE DATA(2) COMPILE DATA

DATA COLLECTION METHOD

Interview

BooksOpinion surveys Questionnaires

Meetings

Observations

Visits

PRIMARY SOURCES SECONDARY SOURCES

Internet

Preparing Effective SurveysPreparing Effective Surveys

Provide clear instructionsProvide clear instructions

Keep it short and easy to answerKeep it short and easy to answer

Use questions that are easily tabulated

Avoid leading questionsAvoid leading questions

Ask only one thing at a time

Pretest the questionnaire

What is Literature Review What is Literature Review

Review the related literature

◦ Reports that others have done in related areas

◦ Not necessarily identical with, but collateral to, your own area of

study

Re + view – look again

Benefits

◦ Reveal investigations similar to your own

◦ Describe methods of dealing with problem

◦ Reveal sources of data

◦ Increase your confidence in your selected topic if you find others

have the same interest in this topic

Example of LRExample of LR Topic: Smoking habits among Students in

UiTMT

A study of smoking habits among high school

students as related to smoking habits of their

parents, and fathers' occupations revealed an

increasing proportion of smokers with

decreasing social class. (Salber, M.D., and

MacMahon, 1961)

8/9/2010

6

List of LR;

◦ http://chestjournal.chestpubs.org/content/124/

4/1415.abstract

◦ http://ajph.aphapublications.org/cgi/reprint/51/

12/1780.pdf

Preparing Interview QuestionsPreparing Interview Questions

Use the appropriate type of question to get

the information you need.

Think about the sequence of questions.

Identify the questions you really need

answers to.

Ask smart questions.

Use a mix of question types.

Limit the number of your questions.

Edit questions for neutrality and objectivity.

Processing Information Processing Information

You Have GatheredYou Have Gathered Read the material and take notes.

Know when to quote and when to paraphrase.

Document your sources so you can avoid plagiarism.

Let’sDiscuss

Let’sDiscuss

Let’sDiscuss

Let’sDiscuss

Let’sDiscuss

Let’sDiscuss

Let’sDiscussLet’s

Discuss Analyze Your DataAnalyze Your Data

Define the following terms:

AverageAverage

MeanMean

Median

Mode

Trend

Correlation

Conclusion

Recommendation

8/9/2010

7

(3) PRODUCE A (3) PRODUCE A DRAFT/OUTLINEDRAFT/OUTLINE

Term of reference

Procedure

Findings

Conclusions

Recommendations

(4) FINALIZE YOUR REPORT

• Edit and make sure meets objectives

STRUCTURE OF REPORTS

Contain the report title

It should include:

- The title

- Complete identification

- The recipient of the report

- The date of submission

•Acknowledgements

•Table of content

•List of illustrations

Contain the report title

It should include:

- The title

- Complete identification

- The recipient of the report

- The date of submission

•Acknowledgements

•Table of content

•List of illustrations

Appendixes

References

Glossary

Appendixes

References

Glossary

Introduction

Purpose of study

Scope and limitation

Related literature

Procedures

Finding and analysis

Conclusion and

recommendation

Introduction

Purpose of study

Scope and limitation

Related literature

Procedures

Finding and analysis

Conclusion and

recommendation

Preliminary section The Body Supplementary section

YOU CAN START WORKING YOU CAN START WORKING

ON YOUR REPORT ON YOUR REPORT ASSIGNMENT NOW!!!!ASSIGNMENT NOW!!!!

The EndThe End