Chapter 9 - Report Writing: From Formal Documents to Short Summaries 1 Understanding the Nature of a Report A report is the compilation of information that:  Has been sought out  Collected  Sifted and organized  Conveys a specific message Objective of a report:  To present information  To analyze a particular situation

Chapter 9 - Report Writing: From Formal Documents to Short Summaries 2 Understanding the Nature of a Report The Information Report  May present a record of previous events  May periodically cover past and new information that will allow readers to  Stay current on a topic  See progress on a project  Gain insight on product development  Conveys ideas and data as clearly, concisely, correctly, and quickly as possible

Chapter 9 - Report Writing: From Formal Documents to Short Summaries 3 Understanding the Nature of a Report The Research Report  Concerned with analyzing information  The writer  Looks at a problem that needs to be solved  Gathers and analyzes available data  Arrives at a decision  Makes recommendations  Objective is to convince reader to take action as a result of the information disclosed in the report

Chapter 9 - Report Writing: From Formal Documents to Short Summaries 4 Understanding the Nature of a Report What is the purpose of the report?  First task is to determine objective of report  Decide if report will be informative or research oriented Who will read the report?  Knowledge about readers will help you research and write the report  Determine what they will want to read and why they want the information

Chapter 9 - Report Writing: From Formal Documents to Short Summaries 5 The Format of a Report The Formal Report  Formalities  Cover page – lists title and name of producer  Letter of transmittal – sends report to reader  Title page – title, names of authors, company or person for whom report was prepared, date of transmission  Authorization letter – copy of letter that requested report  Table of contents – parts of report along with page numbers  Abstract – short, synopsis written by the author; stands alone  Executive summary – longer synopsis written by author or someone else; stands alone

Chapter 9 - Report Writing: From Formal Documents to Short Summaries 6 The Format of a Report The Formal Report  Text  Introduction – prepares reader for report by describing:  Purpose  Problem statement  Background  Research methods  Findings – report data is disclosed and discussed  Conclusion – summary and recommendations

Chapter 9 - Report Writing: From Formal Documents to Short Summaries 7 The Format of a Report The Formal Report  Appended parts  Appendix – charts, exhibits, letters, other displays  Bibliography – listing of secondary sources  Glossary – list of unfamiliar words (technical reports)  Final product  Usually bound, expensive to produce, attractive  Information usually important to present and future readers  May be presented to primary reader through oral briefing

Chapter 9 - Report Writing: From Formal Documents to Short Summaries 8 The Format of a Report The Semiformal Report  Short, sometimes typed, stapled together  Readership small  Highly organized but carries informal tone and look The Consultant’s Report  Formal or informal  Detailed, written report  Oral presentation with graphics

Chapter 9 - Report Writing: From Formal Documents to Short Summaries 9 The Format of a Report The Informal Report  Most frequently used in business  One or several typed pages  Inexpensively produced for distribution  Writing style is a conversational tone  Usually stay within the organizational setting  Can also be handwritten or ed

Chapter 9 - Report Writing: From Formal Documents to Short Summaries 10 The Format of a Report The Executive Memo  Can be formal, semiformal or informal  Means by which subordinates communicate with their superiors  Presents the most information possible in an abbreviated and condensed fashion  Only main points are presented  Detailed explanations are eliminated

Chapter 9 - Report Writing: From Formal Documents to Short Summaries 11 The Problem-Solving Process What is the problem?  Ask yourself:  What is the nature and extent of the problem?  What are the causes of the problem?  What means have been employed to correct the problem? Deciding on possible research tools  Surveys  Academic statistical analyses

Chapter 9 - Report Writing: From Formal Documents to Short Summaries 12 The Problem-Solving Process Gathering the data  Time consuming step  Primary data – generated by researcher  Surveys, questionnaires  Observations, scientific experimentations  Secondary data – material already generated  Company records  Current business survey conclusions  Census information

Chapter 9 - Report Writing: From Formal Documents to Short Summaries 13 The Problem-Solving Process Electronic information sources  Available in libraries of colleges and universities  Quick, extensive searches; variety of topics  Access information using a Web browser  3 types of reports generated by databases  Performance analysis reports  Exception reports  Special analysis reports

Chapter 9 - Report Writing: From Formal Documents to Short Summaries 14 The Problem-Solving Process Aggregated Databases  Bloomberg  Dialog  Dow Jones News/Retrieval  FirstSearch  Lexis-Nexis  Million Dollar Database Premier  Moody’s Company Data Direct

Chapter 9 - Report Writing: From Formal Documents to Short Summaries 15 The Problem-Solving Process Databases  ABI Inform  Business Dateline  Compustat PC Plus  Hoover’s Inc.  Moody’s Investors Services  Standard & Poor’s Stock Corp.  Wall Street Journal

Chapter 9 - Report Writing: From Formal Documents to Short Summaries 16 The Problem-Solving Process What are the possible/best solutions?  Analyze and order data  Arrive at as many solutions as possible  Select the best solutions  Present solutions in the form of recommendations

Chapter 9 - Report Writing: From Formal Documents to Short Summaries 17 Writing the Report Choose a format to follow  Formal  Informal Product both an initial and edited draft  Complete, clear, concise Choose your graphics  Graphs  Charts