Writing a Business Report by cJ74v9

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									Planning a Business Report


  Chapter 10
Chapter Objectives
 Describe the common types and
  purposes of business reports.
 Analyze the audience for business
  reports.
 Evaluate the quality of data already
  available.
 Discuss the need for managing
  reports in the organization.
Who Reads and Writes Reports?
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Business report
 Business report: an orderly and
 objective presentation of
 information that helps in decision
 making and problem solving.
Characteristics of reports
 They vary widely
 The quality of the process affects the
  quality of product
   The final product can be only as good as
    the weakest link in the chain of events
    leading up to the report.
Characteristics of reports
 Accuracy is their most important trait
   Report all relevant facts. Errors or
    omission and commission are equally
    bad.
 They are often a collaborative effort
Achieving Accuracy
 Report all relevant facts
 Use emphasis and subordination
  appropriately
 Give enough evidence to support your
  conclusions
 Avoid letting personal biases and
  unfounded opinions influence your
  interpretation and presentation
Types of Reports
 Periodic reports
     Routine management reports
     Compliance reports
     Progress reports
     Proposals
       Project proposals
       Research proposals
   Policies and Procedures
   Situational reports
Project Proposals
   Background
   Objectives
   Procedures
   Qualifications
   Request for approval
   Support data
Research Proposals
   Heading
   Introduction
   Problem
   Scope
   Procedures
   Conclusion
   References
Class Reports
   Introduction
       Background
       Purpose Statement
       Areas to be Discussed
   Body
       Major sections of report
       Details to support major sections
   Summary
       Background
       Purpose Statement
       Areas to be Discussed
       Review of major points
   Conclusions
       Own interpretation of information
   Recommendations
       Courses of action given
Purpose of Reports
 Informing
  Nearly 2,400 viewers and organizations
  pledged a total of $213,000 during our
  drive.
 Analyzing
    This amount represents an increase of
    11% from last year’s totals.


 Recommending
    As a result of the success of this effort, I
    recommend we delay our fall drive for
    two months.
Audience Analysis
 Internal or external audience
 Authorized or voluntary report
 Level of knowledge and interest
Types of Secondary Data
 Published
     Internet resources
     Journals and magazines
     Newspapers
     Books
     Brochures
     Pamphlets
     Technical reports
 Unpublished
     Company records
     Legal documents
     Personal records
     Medical records
Evaluating Secondary Data
 What is the purpose of the study?
 How was the data collected?
 How was the data analyzed?
 How consistent is the data with that
  from other studies?
 How old is the data?
Context in International Reports


         HIGH
                Japanese
                Arabic
                Latin American
                Italian
                English
                French
                U.S./Canadian
                Scandinavian
                German
   LOW
                Swiss-German
Managing Reports
 Some managers seem to devote more
  energy to generating reports than to
  analyzing and making use of their contents.
 Someone in the organization—preferably
  someone in higher management—should be
  assigned the task of controlling reports.
   This person should periodically take inventory of
    reports and continue, revise, or eliminate
    reports.
Summary Slide
 Planning a Business Report Chapter
  Objectives
 Business report
 Characteristics of reports
 Achieving Accuracy
 Types of Reports
 Project Proposals
 Research Proposals
 Purpose of Reports
Summary Slide (cont.)
   Audience Analysis
   Types of Secondary Data
   Evaluating Secondary Data
   Context of Cultures
   Managing Reports

								
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