Planning the report CBC Describe four characteristics of business reports. Describe four types of business reports. Identify three purposes of business reports. Analyze the audience for business reports. Evaluate the quality of data already available. Discuss the need for managing business reports. OBER, CONTEMPORARY BUSINESS COMMUNICATION, 4/E. COPYRIGHT © HOUGHTON MIFFLIN COMPANY. ALL RIGHTS RESERVED. 10.1 <#> 1

Business report business report (biz’ nis ri port) n. An orderly and objective presentation of information that helps in decision making and problem solving. OBER, CONTEMPORARY BUSINESS COMMUNICATION, 4/E. COPYRIGHT © HOUGHTON MIFFLIN COMPANY. ALL RIGHTS RESERVED. 10.2 <#> 2

Characteristics of reports They vary widely. The quality of the process affects the quality of the product. Accuracy is their most important trait. They are often a collaborative effort. OBER, CONTEMPORARY BUSINESS COMMUNICATION, 4/E. COPYRIGHT © HOUGHTON MIFFLIN COMPANY. ALL RIGHTS RESERVED. 10.3 <#> 3

Achieving accuracy Report all relevant facts. Use emphasis and subordination appro-priately. Give enough evidence to support your conclusions. Avoid letting personal biases and unfounded opinions influence your interpretation and presentation of the data. OBER, CONTEMPORARY BUSINESS COMMUNICATION, 4/E. COPYRIGHT © HOUGHTON MIFFLIN COMPANY. ALL RIGHTS RESERVED. 10.4 <#> 4

Types of reports Periodic reports Routine management reports Compliance reports Progress reports OBER, CONTEMPORARY BUSINESS COMMUNICATION, 4/E. COPYRIGHT © HOUGHTON MIFFLIN COMPANY. ALL RIGHTS RESERVED. 10.5 <#> 5

Policies and procedures Situational reports Proposals Project proposals Research proposals Policies and procedures Situational reports OBER, CONTEMPORARY BUSINESS COMMUNICATION, 4/E. COPYRIGHT © HOUGHTON MIFFLIN COMPANY. ALL RIGHTS RESERVED. 10.6 <#> 5

Project proposals Background Objectives Procedures Qualifications Request for approval Supporting data OBER, CONTEMPORARY BUSINESS COMMUNICATION, 4/E. COPYRIGHT © HOUGHTON MIFFLIN COMPANY. ALL RIGHTS RESERVED. 10.7 <#> 6

Research proposals Heading Introduction Problem Scope Procedures Conclusion References OBER, CONTEMPORARY BUSINESS COMMUNICATION, 4/E. COPYRIGHT © HOUGHTON MIFFLIN COMPANY. ALL RIGHTS RESERVED. 10.8 <#> 6

Purposes of reports Informing: Nearly 2,400 viewers and organizations pledged a total of $213,000 during our recent drive. OBER, CONTEMPORARY BUSINESS COMMUNICATION, 4/E. COPYRIGHT © HOUGHTON MIFFLIN COMPANY. ALL RIGHTS RESERVED. 10.9 <#> 7

This amount represented an increase of 11% from last year’s total. Analyzing: This amount represented an increase of 11% from last year’s total. Recommending: As a result of the success of this effort, I recom-mend we delay our fall drive for two months. OBER, CONTEMPORARY BUSINESS COMMUNICATION, 4/E. COPYRIGHT © HOUGHTON MIFFLIN COMPANY. ALL RIGHTS RESERVED. 10.10 <#> 7

Audience analysis Internal or external audience Authorized or voluntary report Level of knowledge and interest OBER, CONTEMPORARY BUSINESS COMMUNICATION, 4/E. COPYRIGHT © HOUGHTON MIFFLIN COMPANY. ALL RIGHTS RESERVED. 10.11 <#> 8

Types of secondary data Published Internet resources Journals and magazines Newspapers Books Brochures Pamphlets Technical reports OBER, CONTEMPORARY BUSINESS COMMUNICATION, 4/E. COPYRIGHT © HOUGHTON MIFFLIN COMPANY. ALL RIGHTS RESERVED. 10.12 <#> 9

Unpublished Company records Legal documents Personal records Medical records OBER, CONTEMPORARY BUSINESS COMMUNICATION, 4/E. COPYRIGHT © HOUGHTON MIFFLIN COMPANY. ALL RIGHTS RESERVED. 10.13 <#> 9

Evaluating secondary data What was the purpose of the study? How was the data collected? How was the data analyzed? How consistent is the data with that from other studies? How old is the data? OBER, CONTEMPORARY BUSINESS COMMUNICATION, 4/E. COPYRIGHT © HOUGHTON MIFFLIN COMPANY. ALL RIGHTS RESERVED. 10.14 <#> 10

Key terms factoring policy primary data procedure proposal secondary data OBER, CONTEMPORARY BUSINESS COMMUNICATION, 4/E. COPYRIGHT © HOUGHTON MIFFLIN COMPANY. ALL RIGHTS RESERVED. 10.15 <#> 11

Proposal outline I. Background University Hosts II. Objectives III. Procedures IV. Qualifications V. Request for approval VI. Supporting data University Hosts OBER, CONTEMPORARY BUSINESS COMMUNICATION, 4/E. COPYRIGHT © HOUGHTON MIFFLIN COMPANY. ALL RIGHTS RESERVED. 10.16 <#> 12

Audience analysis Report is internal, so less background information is needed, and a memo format is appropriate. Report is authorized, so the reader has some inherent interest in the topic; a direct organizational plan is appropriate. Reader is knowledgeable about the subject. OBER, CONTEMPORARY BUSINESS COMMUNICATION, 4/E. COPYRIGHT © HOUGHTON MIFFLIN COMPANY. ALL RIGHTS RESERVED. 10.17 <#> 13

Because university administrators are busy, conciseness is important. Because the report is for a university adminis- trator, a more formal style is appropriate. Because university administrators are busy, conciseness is important. Because the information is being used for making a decision, it must be accurate. Because an evaluation of the advantages and disadvantages has been requested, analysis is necessary. OBER, CONTEMPORARY BUSINESS COMMUNICATION, 4/E. COPYRIGHT © HOUGHTON MIFFLIN COMPANY. ALL RIGHTS RESERVED. 10.18 <#> 14

Policy statement General Guideline: 72 Subject: Use of Photocopiers Effective Date: October 1, 20— Urban Systems strives to promote productivity by providing its employees with up-to-date and convenient photocopying services. OBER, CONTEMPORARY BUSINESS COMMUNICATION, 4/E. COPYRIGHT © HOUGHTON MIFFLIN COMPANY. ALL RIGHTS RESERVED. 10.19 <#> 15

To ensure their continued availability, these services may be used only for copying documents directly related to the conduct of company business. Company procedures will be followed in determining which photocopying service is to be used for each project. This policy is effective immediately and applies to all company employees. Any exceptions must be approved beforehand by the head of the Office and Information Systems Department. A coin-operated photocopier is available in the snack bar for personal use before and after work. OBER, CONTEMPORARY BUSINESS COMMUNICATION, 4/E. COPYRIGHT © HOUGHTON MIFFLIN COMPANY. ALL RIGHTS RESERVED. 10.20 <#> 16

LAB 10 test S URBAN SYSTEMS U Unless you live in a glass house, you will need to throw switches, because lighting up your life is adviced for safety and vision. Depending on it’s function, lighting serves as general illumination, task lighting, or accent lighting. Irregardless, in a good-designed plan, all three types must interact. advised its Regardless well- OBER, CONTEMPORARY BUSINESS COMMUNICATION, 4/E. COPYRIGHT © HOUGHTON MIFFLIN COMPANY. ALL RIGHTS RESERVED. 10.21

S U General illumination creates the principle seeing environment. URBAN SYSTEMS U General illumination creates the principle seeing environment. If you notice any one groping around or tripping, if nobody seems to want to be in a room, or if a cite seems dull, then you’re general lighting probably needs improvement. principal anyone site your OBER, CONTEMPORARY BUSINESS COMMUNICATION, 4/E. COPYRIGHT © HOUGHTON MIFFLIN COMPANY. ALL RIGHTS RESERVED. 10.22

S U When it was installed, task lighting should of been glare-free URBAN SYSTEMS U When it was installed, task lighting should of been glare-free and directed to shine directly on the task area; i.e., reading lamps should be aimed at the book, not at the reader. The reason is because task lighting prevents fatigue and eye strain. In passed years, a fixture hanging on a chain over the coffee table was common. Today, these hanging lamps make a room look gloomy and flat, so its important to be an informed consumer. should’ve e.g., that past it’s OBER, CONTEMPORARY BUSINESS COMMUNICATION, 4/E. COPYRIGHT © HOUGHTON MIFFLIN COMPANY. ALL RIGHTS RESERVED. 10.23

S U You can buy fluorescent lighting in colors that are close to URBAN SYSTEMS U You can buy fluorescent lighting in colors that are close to the affect of regular bulbs and that are easier on the eye than the old fluorescent lights. Try and avoid any kind of unshielded bare light bulbs. When planning recessed lights, be sure and give the builder a sample fixture so he may make the holes the correct size. effect Try to sure to can OBER, CONTEMPORARY BUSINESS COMMUNICATION, 4/E. COPYRIGHT © HOUGHTON MIFFLIN COMPANY. ALL RIGHTS RESERVED. 10.24