Bài giảng Business Communication Design - Chapter 10: The Business of Reports: Informal and Formal Report Writing

2/ePPT 10The Businessof Reports:InformalandFormalReport WritingMcGraw-Hill/IrwinThe Business of ReportsWhat Is a Report?Reportoral presentation or written business document that provides information, requests funding or approval, analyzes company or market data, or makes recommendations for innovation and changeThe Business of ReportsStyles of ReportsInformal reportsusually brief and use personal pronouns (I, we, and you) and a direct styleFormal reportslong and are constructed in a prescribed formatPurposes of ReportsProvide informationAnalyze data and informationPersuadePurposes of ReportsProvide InformationInformational reportsprovide objective statistical data or facts. Analysis of the data is usually not includedPurposes of ReportsProvide Information (continued)Types of informational reports:MemosProgress or interim reportsCompliance reportsAnnual reportsPolicy and procedure reportsMinutesPurposes of ReportsWriting an Annual ReportComponents of Annual Reports1. yearly financial highlights2. letter from the president/CEO3. short- and long-term goals4. management discussion and analysis5. financial statement6. stock price7. information about officers and directors8. summaryPurposes of ReportsSample Annual ReportAnalyze or JustifyAnalytical reportsoffer interpretations of information or solutions to problemsJustification reportsoffer support for an action or determine the potential benefit of an action based on a series of reasonsPurposes of ReportsAnalyze or Justify (continued)Feasibility studytype of justification report that includes detailed research, analysis, and a judgment on the potential success or failure of an actionPurposes of ReportsWriting a Justification Report1. -Identify as information investigator & gatherer -Write brief statement of the problem or need2. Provide brief history or describe problem3. State recommendations, solutions, or actions4. Describe benefits5. Brief summary emphasizing primary benefitsSample Justification ReportPurposes of ReportsWriting a Feasibility Report1. Give purpose of report & any decision made2. -Discuss background of issue or problem -Provide history & findings -State recommendations, solutions, or actions3. Describe benefits4. Specify any problems or disadvantages5. State costs that may be incurred & time frames6. Close with brief summarySample Feasibility ReportPurposes of ReportsPersuade and ProposePersuasive reportspropose, request, or recommend specific actions or problem solutionsBusiness plancomprehensive report that defines and describes all the components of a business, including its feasibility, profitability, and marketing environmentPurposes of ReportsPersuade and Propose (continued)Proposalpersuasive written report that offers to provide a service, sell a product, or provide a solution to a problem or needSolicited formal proposalssubmitted at the request of a potential funderPurposes of ReportsPersuade and Propose (continued)Funderbusiness, government agency, or private foundation that will approve or finance a projectUnsolicited formal proposalssubmitted to a government agency, company, or individual without having been requested or invitedPurposes of ReportsWhat Are the Differences between Reports and Proposals?Reportsprovide information, analysis, or recommendationsused to solve problemsmonitor or document progressclarify or implement policies or proceduresguide change, direction, or decisionsProposalsrequest funding or acceptancein exchange for work to be performedOrganizing ReportsDetermine the MissionIneffective problem/mission statementProductivity is down because employee morale is lowChanges in the market make this a good time to invest in real estateMeadowvale Health Clinic requires additional funding to maintain its current level of serviceOrganizing ReportsEvaluate Your AudienceKey info for fund raiser proposal:Funding organizationType of funderFinancialsOrganization purpose and activitiesFields of interestOrganizing ReportsEvaluate Your Audience (continued)Key info for fund raiser proposal (continued):Types of supportLimitationsApplication informationOrganization personnelFunding activityOrganizing ReportsSelect a Report StructureFormat the ReportPrimary report formats:ManuscriptMemoLetterOrganizing ReportsFormat the Report (continued)Writing reports:Use positive languageUse appropriate graphicsBe honestBe originalBe specificOrganizing ReportsEstablish the Scope of InformationScope of the reportthe range of issues it addressesOrganizing ReportsAssign Tasks and CollaborateParts of a workplan:Mission statementPlan of investigationProjection of resultsProposed outlineTask and assignment scheduleConduct Research and Collect DataComplexity of the ProblemBasic types of data to collectQuantitativeQualitativeTypes of ProblemsCreative ProblemsPattern ProblemsSolving Complex ProblemsSolving Creative ProblemsPrimary Data Collection MethodsSurveysExperimentsObservationInterviewsSolving Pattern ProblemsPrimary Data Collection MethodsSecondary Data Collection MethodsLibraryInternet search enginesBooksSpecific databasesAuthoritative websitesJournal articlesPopular publicationsPrimary Data Collection MethodsAnalyzing and Interpreting Your DataUsing and Applying Your ResearchTone and Point of View in Report/Proposal WritingPrimary Data Collection MethodsPractice Report DesignDetermine the report goalEvaluate the audienceConduct researchWrite the reportCheck for design flaws?Questions