Business Reports Mary Ellen Guffey, Business Communication: Process and Product, 4e Copyright © 2003 A systematic attempt to answer questions and solve problems

Ch. 12, Slide 2 Types of Reports

Ch. 12, Slide 3 Writing Process Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Analyze the problem and purpose. Anticipate the audience and issues. Prepare a work plan. Research the data. Organize, analyze, interpret, illustrate the data. Compose the first draft. Revise, proofread, and evaluate.

Ch. 12, Slide 4 Direct Pattern Report -----Main Idea Report -----Main Idea If readers are informed If readers are informed If readers are supportive If readers are supportive If readers are eager to have results first If readers are eager to have results first Audience Analysis and Report Organization

Ch. 12, Slide 5 Indirect Pattern If readers need to be educated If readers need to be educated If readers need to be persuaded If readers need to be persuaded If readers may be hostile or disappointed If readers may be hostile or disappointed Report Main Idea ---- Report Main Idea ---- Audience Analysis and Report Organization

Ch. 12, Slide 6 Informational Reports Recurring Activities Periodic reports Progress / status reports Non-recurring Events Trip, conference, training Investigation Emphasis on Presenting Facts Approach – usually direct

Ch. 12, Slide 7 Analytical Reports Usually answers a question Justification / Recommendation Report Feasibility Report Yardstick Report Approach → indirect or direct Facts – persuade reader to accept conclusions and act on recommendations

Ch. 12, Slide 8 Introduction Tells the purpose of the report Describes the significance of the topic Previews the main points and the order in which they will be developed