Chapter 9 Informal Reports

Understanding Report Basics Functions Informational Analytical Patterns Direct Indirect Formats Letter Memo/E-Mail Manuscript Preprinted forms Digital Report Delivery In person Mail Fax E-mail Online Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 2

Report Functions Informational Analytical Present data without analysis or recommendations Analytical Present data or findings, analyses, conclusions, and recommendations Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 3

Report Patterns The Direct Strategy Direct Strategy If readers are are informed If readers are supportive If readers are eager to have results first Direct Strategy Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 4

Direct Strategy Informational Report Analytical Report Introduction/Background __________________________________ Facts/Findings _________________ __________________________________ __________________________________ __________________________________ __________________________________ __________________________________ __________________________________ Summary ______________________ __________________________________ __________________________________ __________________________________ __________________________________ __________________________________ __________________________________ Analytical Report Introduction/Problem __________________________________ CONCLUSIONS/ RECOMMENDATIONS __________________________________ __________________________________ __________________________________ Facts/Findings Discussion/Analysis____________ Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 5

Report Patterns The Indirect Strategy Indirect Strategy If readers need to be educated If readers need to be persuaded If readers may be disappointed or hostile Indirect Strategy Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 6

Indirect Strategy Analytical Report Introduction/Problem __________________________________ Facts/Findings_________________ Discussion/Analysis CONCLUSIONS/ RECOMMENDATIONS____________ Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 7

Report Formats Letter For informal reports sent to outsiders Memo/E-Mail For informal reports sent within organizations Manuscript For longer, more formal reports. Preprinted forms For routine activities, such as expense reports. Digital Useful for collaboration and for posting online Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 8

Developing Informal Reports Determine problem and purpose. Gather data. Organize data. Write first draft. Edit and revise. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 9

Gathering Data for Reports Company records Printed materials (books, newspapers, and periodicals) Electronic resources (Web, electronic databases, online resources) Personal observation and experience Surveys, questionnaires, and inventories Interviews Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 10

Typical Informal Reports Information reports Progress reports Justification/recommendation reports Feasibility reports Minutes of meetings Summaries Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 11

Information Reports What do they do? Collect and organize information Provide findings without analysis or persuasion Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 12

Writing Plan: Information Reports Introduction Findings Conclusion Explain why you are writing; define purpose. Describe credibility of data methods and sources. Provide background information. Preview what is to follow. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 13

Writing Plan: Information Reports Introduction Findings Conclusion Organize facts/findings in a logical sequence: Group similar topics together. Use appropriate headings. Chronological Alphabetical Geographical Topical Journalism style By importance/complexity Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 14

Writing Plan: Information Reports Introduction Findings Conclusion Summarize findings. Synthesize reactions. Suggest action to be taken. Express appreciation, if applicable. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 15

Progress Reports What do they do? Explain the progress of continuing projects May be internal or external Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 16

Writing Plan: Progress Reports Introduction Findings Conclusion Specify the purpose and nature of the project. Provide background information. Preview what is to follow. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 17

Writing Plan: Progress Reports Introduction Findings Conclusion Describe work completed. Explain work currently in progress (personnel, activities, methods, locations). Describe current problems. Anticipate problems and possible remedies. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 18

Writing Plan: Progress Reports Introduction Findings Conclusion Discuss future activities. Provide expected completion date. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 19

Justification/Recommendation Reports What do they do? Justify or recommend something (buying equipment, changing a procedure, hiring an employee, etc.) Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 20

Determining Organizational Pattern When reader will likely agree with recommendations When reader may oppose Problem Recommendations Facts Discussion Direct Strategy Indirect Strategy Problem Facts Discussion Recommendations Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 21

Writing Plan: Justification/ Recommendation Reports Introduction Findings Conclusion Identify problem or need briefly. Announce recommendation, solution, or action. Direct Strategy Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 22

Writing Plan: Justification/ Recommendation Reports Introduction Findings Conclusion Explain benefits of recommendation or steps necessary to solve problem. Discuss pros, cons, costs. Direct Strategy Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 23

Writing Plan: Justification/ Recommendation Reports Introduction Findings Conclusion Direct Strategy End with summary specifying recommendation. Outline necessary action. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 24

Writing Plan: Justification/ Recommendation Reports Introduction Findings Conclusion Indirect Strategy Describe problem or need. Use specific examples and supporting statistics. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 25

Writing Plan: Justification/ Recommendation Reports Introduction Findings Conclusion Indirect Strategy Discuss alternative solutions. Present your recommendation and its advantages. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 26

Writing Plan: Justification/ Recommendation Reports Introduction Findings Conclusion Indirect Strategy Summarize your recommendation. Ask for authorization to proceed. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 27

Feasibility Reports What do they do? Examine the practicality and advisability of a course of action Ask: Will this plan or proposal work? Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 28

Writing Plan: Feasibility Reports Introduction Findings Conclusion Announce your decision immediately. Describe the background and problem necessitating the proposal. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 29

Writing Plan: Feasibility Reports Introduction Findings Conclusion Discuss the benefits of the proposal. Describe any problems that may result. Calculate the costs associated with the proposal, if appropriate. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 30

Writing Plan: Feasibility Reports Introduction Findings Conclusion Show the time frame necessary for implementation of the proposal. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 31

Minutes of Meetings What do they do? Summarize the proceedings of meetings Provide record of action items and exact wording of motions Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 32

Writing Plan: Minutes of Meetings Introduction Findings Conclusion Provide name of group and date, time, and place of meeting. Identify names of attendees and absentees. State whether previous minutes were approved or revised. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 33

Writing Plan: Minutes of Meetings Introduction Findings Conclusion Record old business, new business, announcements, and reports. Include precise wording of motions. Record votes and actions taken. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 34

Writing Plan: Minutes of Meetings Introduction Findings Conclusion Conclude with name and signature of person recording the minutes. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 35

Summaries What do they do? Compress the main points from books, articles, Web sites, meetings, and conventions Save time because they can reduce reports or articles by 85 to 90 percent Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 36

Preparing Summaries Present the goal or purpose of the document being summarized. Highlight the research methods (if appropriate), findings, conclusions, and recommendations. Omit illustrations, examples, and references. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 37

Preparing Summaries Include headings and bulleted or numbered lists. Paraphrase; do not copy from the document. Include your reactions or an overall evaluation of the document if asked to do so. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 38

Developing an Appropriate Writing Style Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 39

Informal Report Writing Style Uses Short, routine reports aimed at familiar audiences Noncontroversial reports Most reports to company insiders Effect Feeling of warmth, personal involvement, closeness Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 40

Informal Report Writing Style Characteristics Use of first-person pronouns (I, we, us) Use of contractions (can’t, don’t, I’ll) Emphasis on active-voice verbs (I conducted the study) Shorter sentences, familiar words Occasional use of humor, metaphors Acceptance of author’s opinions, ideas Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 41

Formal Report Writing Style Uses Theses Research studies Controversial and complex reports, especially to outsiders Effect Impression of objectivity, accuracy, professionalism, fairness Distance created between writer and reader Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 42

Formal Report Writing Style Characteristics Absence of first-person pronouns; use of third person (the researcher, the writer) Absence of contractions (cannot, do not) Use of passive-voice verbs (the study was conducted) Complex sentences, long words Absence of humor, colorful adjectives, adverbs Elimination of author’s “editorializing” Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 43

Being Objective in Writing Reports Present both sides of an issue. Separate fact from opinion. Be sensitive and moderate in language. Cite sources carefully. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 44

Report Headings Benefits Serve as an outline of the report Highlight major ideas and categories Act as guides for locating information Provide resting points for the mind and the eye Organize data into meaningful blocks Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 45

Report Headings Functional headings describe functions or general topics Background, Findings, Benefits, Costs Talking headings describe content and provide more information Benefits of Offering a Wellness Program Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 46

Effective Report Headings Use appropriate heading levels. Strive for parallel construction within levels. Use first- and second-level headings for short reports. Capitalize and underline carefully. Keep headings short but clear. Include at least one heading per report page. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 47

“Writing is not only alive and well in the business world, but writing whose style reflects flair, eloquence and a confident sense of self can springboard employees forward in their careers.” --Christine Mowat, professor, University of Calgary Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9th Edition Chapter 9, Slide 48

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