Ch. 9–1 Essentials of Business Communication, Second Edition

Ch. 9–2 Essentials of Business Communication, Second Edition Functions of Reports Information Reports Reports that present data without analysis or recommendations. Analytical Reports Reports that provide data, analyses, and conclusions, and, if requested, recommendations.

Ch. 9–3 Essentials of Business Communication, Second Edition Organizing Report Data Indirect Strategy Problem Facts Discussion Recommendations Direct Strategy Problem Recommendations Facts Discussion

Ch. 9–4 Essentials of Business Communication, Second Edition Report Formats Letter format Letterhead stationery. Useful for informal reports sent to outsiders. Memo format Memo style. Useful for informal reports circulated within organizations.

Ch. 9–5 Essentials of Business Communication, Second Edition Manuscript format Plain paper, manuscript form. Useful for longer, more formal reports. Printed forms Standardized forms. Useful for repetitive data, such as expense reports. Report Formats

Ch. 9–6 Essentials of Business Communication, Second Edition General Guidelines for Writing Reports Define the project. Gather data. Organize data. Write first draft. Edit and revise.

Ch. 9–7 Essentials of Business Communication, Second Edition Where to Gather Data for Reports Look in company records. Make personal observations. Use surveys, questionnaires, and inventories. Conduct interviews. Search databases and other electronic resources.

Ch. 9–8 Essentials of Business Communication, Second Edition Making Effective Report Headings Use appropriate heading levels. Strive for parallel construction. Use first- and second-level headings for short reports. Capitalize and underline carefully.

Ch. 9–9 Essentials of Business Communication, Second Edition Keep headings short but clear. Don't use headings as antecedents for pronouns. For example, avoid: Inserting Hypertext Links. These links.... Making Effective Report Headings

Ch. 9–10 Essentials of Business Communication, Second Edition Being Objective in Writing Reports Present both sides of an issue. Separate fact from opinion. Be sensitive and moderate in language. Cite sources carefully.

Ch. 9–11 Essentials of Business Communication, Second Edition Ten Keys to Designing Better Documents Analyze your audience. Choose an appropriate type size. Use a consistent type font. Generally, don't justify right margins. Separate paragraphs and sentences appropriately.

Ch. 9–12 Essentials of Business Communication, Second Edition Design readable headlines. Strive for an attractive page layout. Use graphics and clip art with restraint. Avoid amateurish results. Develop expertise with your software program. Ten Keys to Designing Better Documents

Ch. 9–13 Essentials of Business Communication, Second Edition Six Categories of Informal Reports Information Reports Progress Reports Justification/Recommendation Reports Feasibility Reports Minutes of Meetings Summaries

Ch. 9–14 Essentials of Business Communication, Second Edition Information Reports Introduction Explain why you are writing. Describe credibility of data methods and sources. Provide background. Identify report purpose. Offer a preview of the findings.

Ch. 9–15 Essentials of Business Communication, Second Edition Findings Organize chronologically, alphabetically, topically, by importance, or by another method. Group similar topics together. Use appropriate headings. Information Reports

Ch. 9–16 Essentials of Business Communication, Second Edition Summary May include or omit summary. If included, summarize findings or highlight main points. Information Reports

Ch. 9–17 Essentials of Business Communication, Second Edition Progress Reports (1) Describe the purpose and nature of an unusual or non-routine project. Provide background information if necessary. Summarize work already completed. Describe work currently in progress, including personnel, methods, obstacles, and attempts to remedy obstacles.

Ch. 9–18 Essentials of Business Communication, Second Edition Forecast future activities in relation to the scheduled completion date. Include recommendations and requests. Progress Reports (2)

Ch. 9–19 Essentials of Business Communication, Second Edition Justification/Recommendation Reports (1) Use direct organization for non-sensitive topics and recommendations that will be agreeable to readers. Identify the problem or need briefly. Announce the recommendation, solution, or action concisely and with action verbs.

Ch. 9–20 Essentials of Business Communication, Second Edition Present a discussion of pros, cons, and costs. Explain more fully the benefits of the recommendation or steps to be taken to solve the problem. Conclude with a summary specifying the recommendation and action to be taken. Justification/Recommendation Reports (2)

Ch. 9–21 Essentials of Business Communication, Second Edition Prepare a feasibility report when examining the practicality and advisability of following a course of action. Announce your decision immediately. Describe the background and problem necessitating the proposal. Discuss the benefits of the proposal. Feasibility Reports

Ch. 9–22 Essentials of Business Communication, Second Edition Describe any problems that may result. Calculate the costs associated with the proposal, if appropriate. Show the time frame necessary for implementation of the proposal. Feasibility Reports

Ch. 9–23 Essentials of Business Communication, Second Edition Minutes of Meetings Include the name of the group, the date, time, place, and name of the meeting. List names of attendees and absentees. Describe the disposition of previous minutes. Record old business, new business, announcements, and reports. Include the precise wording of motions.

Ch. 9–24 Essentials of Business Communication, Second Edition Record the vote and action taken. Conclude with the name and signature of the individual recording the minutes. Minutes of Meetings

Ch. 9–25 Essentials of Business Communication, Second Edition Summaries (1) Compress data from a longer publication, such as a business report, a magazine article, or a book chapter. Indicate the goal or purpose of the document being summarized. Highlight the research methods (if appropriate), findings, conclusions, and recommendations.

Ch. 9–26 Essentials of Business Communication, Second Edition Omit illustrations, examples, and references. Organize for readability by including headings and bulleted or enumerated lists. Include your reactions or an overall evaluation of the document if asked to do so. Summaries (2)

Ch. 9–27 Essentials of Business Communication, Second Edition End