Lecture Business communication design - Chapter 10: The business of reports: Informal and formal report writing

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Chapter 10 - The business of reports: Informal and formal report writing. In this chapter, the following content will be discussed: The business of reports, purposes of reports, conduct research and collect data, types of problems, primary data collection methods.

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Nội dung Text: Lecture Business communication design - Chapter 10: The business of reports: Informal and formal report writing

2/e P P T ©2007 by the McGrawHill Companies, Inc. All rights reserved.
10 The Business of Reports: Informal and Formal Report Writing ©2007 by the McGrawHill Companies, Inc. All rights reserved. McGrawHill/Irwin
The Business of Reports • What Is a Report?  Report ◦ oral presentation or written business document that provides information, requests funding or approval, analyzes company or market data, or makes recommendations for innovation and change 3
The Business of Reports • Styles of Reports  Informal reports ◦ usually brief and use personal pronouns (I, we, and you) and a direct style  Formal reports ◦ long and are constructed in a prescribed format 4
Purposes of Reports  Provide information  Analyze data and information  Persuade 5
Purposes of Reports • Provide Information  Informational reports ◦ provide objective statistical data or facts. Analysis of the data is usually not included 6
Purposes of Reports • Provide Information (continued) Types of informational reports:  Memos  Progress or interim reports  Compliance reports  Annual reports  Policy and procedure reports  Minutes 7
Purposes of Reports • Writing an Annual Report • Components of Annual Reports 1. yearly financial highlights 2. letter from the president/CEO 3. short- and long-term goals 4. management discussion and analysis 5. financial statement 6. stock price 7. information about officers and directors 8. summary 8
Purposes of Reports • Sample Annual Report • Analyze or Justify  Analytical reports ◦ offer interpretations of information or solutions to problems  Justification reports ◦ offer support for an action or determine the potential benefit of an action based on a series of reasons 9
Purposes of Reports • Analyze or Justify (continued)  Feasibility study ◦ type of justification report that includes detailed research, analysis, and a judgment on the potential success or failure of an action 10
Purposes of Reports • Writing a Justification Report 1. -Identify as information investigator & gatherer -Write brief statement of the problem or need 2. Provide brief history or describe problem 3. State recommendations, solutions, or actions 4. Describe benefits 5. Brief summary emphasizing primary benefits • Sample Justification Report 11
Purposes of Reports • Writing a Feasibility Report 1. Give purpose of report & any decision made 2. -Discuss background of issue or problem -Provide history & findings -State recommendations, solutions, or actions 3. Describe benefits 4. Specify any problems or disadvantages 5. State costs that may be incurred & time frames 6. Close with brief summary • Sample Feasibility Report 12
Purposes of Reports • Persuade and Propose  Persuasive reports ◦ propose, request, or recommend specific actions or problem solutions  Business plan ◦ comprehensive report that defines and describes all the components of a business, including its feasibility, profitability, and marketing environment 13
Purposes of Reports • Persuade and Propose (continued)  Proposal ◦ persuasive written report that offers to provide a service, sell a product, or provide a solution to a problem or need  Solicited formal proposals ◦ submitted at the request of a potential funder 14
Purposes of Reports • Persuade and Propose (continued)  Funder ◦ business, government agency, or private foundation that will approve or finance a project  Unsolicited formal proposals ◦ submitted to a government agency, company, or individual without having been requested or invited 15
Purposes of Reports • What Are the Differences between Reports and Proposals? ◊ Reports - provide information, analysis, or recommendations - used to solve problems - monitor or document progress - clarify or implement policies or procedures - guide change, direction, or decisions ◊ Proposals - request funding or acceptance - in exchange for work to be performed 16
Organizing Reports • Determine the Mission Ineffective problem/mission statement  Productivity is down because employee morale is low  Changes in the market make this a good time to invest in real estate  Meadowvale Health Clinic requires additional funding to maintain its current level of service 17
Organizing Reports • Evaluate Your Audience Key info for fund raiser proposal:  Funding organization  Type of funder  Financials  Organization purpose and activities  Fields of interest 18
Organizing Reports • Evaluate Your Audience (continued) Key info for fund raiser proposal (continued):  Types of support  Limitations  Application information  Organization personnel  Funding activity 19
Organizing Reports • Select a Report Structure • Format the Report Primary report formats:  Manuscript  Memo  Letter 20