Bài giảng Business Communication - Chapter eight: Researching + Writing Reports

McGraw-Hill/IrwinCopyright © 2012 by The McGraw-Hill Companies, Inc. All rights reserved.“Reports often lead to the most important business decisions.”eightResearching + Writing ReportsWhat is a report?An orderly and objective communication of factual information that serves a business purpose.Determine the Report ProblemConduct a preliminary investigationGather facts to better understand the problemConsult many sourcesState the problem and purpose in writingTo help you stay on trackTo allow others to review, approve, and evaluate itTo force yourself to get the problem clearly in mindDetermine the FactorsTypes of FactorsSubtopics in information reportsHypotheses for problems requiring a solutionBases of comparison in evaluation studiesGathering the Information NeededTwo Basic Forms of ResearchSecondarySecondary research is research using data compiled and interpreted by someone else. It is usually library and online research.Primary Primary research uses data compiled and interpreted firsthand by the writer.Sources for Direct AccessEncyclopediasBiographical DirectoriesAlmanacsTrade DirectoriesGovernment PublicationsDictionariesStatistical SourcesBusiness Information ServicesInternational SourcesSources for Indirect AccessThe Online CatalogOnline DatabasesThe InternetSearch Engines—single, meta, and specializedPersonalized Search AgentsPrimary SourcesCompany RecordsExperimentationObservationSurveyQualitative ResearchInterpret the FindingsAdvice for Avoiding Human ErrorReport the facts as they are.Draw conclusions only when appropriate.Do not interpret lack of evidence as proof to the contrary.Be sure your data are comparable.Be sure you draw only logical conclusions.Be sure the data are reliable and representative.Give attention to all important facts.Tailor your claims to your data.Organize the Report InformationAn outlineGroups things that go togetherOrders them logicallyRelates ideas hierarchicallyProvides for efficient and orderly draftingCan be changed as your report developsFirst-level heading A. Second-level, first part B. Second-level, second part 1. Third-level, first part 2. Third-level, second part a. Fourth-level, first part (1) Fifth-level, first part (a) Sixth-level, first partII. First-level heading A. Second-level, first part B. Second-level, second part Etc.One Outline Option:Conventional Outline Form1.0 First-level heading  1.1 Second-level, first part 1.2. Second-level, second part 1.2.1 Third-level, first part 1.2.2 Third-level , second part 1.2.2.1 Fourth-level, first part2.0 First-level heading 2.1 Second-level , first part 2.2 Second-level , second part Etc.Another Outline Option:The Decimal SystemFrom Outline to Table of ContentsFormatting DecisionsTopic or Talking HeadingsParallelism of ConstructionConciseness in WordingVariety of ExpressionWrite the ReportPut the report in context with your beginning and ending.Be objective.BelievabilityImpersonal vs. personal writingMaintain a consistent time viewpoint.Use transitions.Maintain interest.Writing CollaborativelyDetermine the group makeupPlan for effective participationChoose the means of collaborationMake a project planDetermine the purpose.Identify the factors.Gather the information needed.Interpret the information.Organize the material.Plan the writing requirements.Assign parts to be written.Write parts assigned.Revise collaboratively.Edit the final draft.Researching and Writing the Collaborative Report