Writing Business Reports

Introduction Gives background of problem or assignment. Introduces the subject and shows why it is significant or important. Preview the main ideas and structure of the report. Establishes the tone and relationship with the audience.

Body 2-4 main points. Presents, analyzes, and interprets your research. Presents and supports conclusions and recommendations.

Close Emphasizes main points. Summarizes benefits of action. Reminds reader how pieces fit together. Specifies actions and responsibilities.

Report Graphics and Visual Aids

Guiding the Reader Headings Transitions Previews and summaries

Use design and graphics to improve readability

Visuals can… Clarify Simplify Emphasize Summarize Reinforce Attract Impress Unify

Principles of design Focus Balance Movement Unity Visual identity

Considerations Size –More room for more complex data or relationships Typography –Common font and style throughout document –Size shows level of importance Rules and borders –Use to separate graphic from text

Focus

Balance

Movement

Unity

Visual Identity

Use graphics to clarify and add interest Samples Tables Charts Bar and column Pictographs Pie Line

Samples

Illustrate Demonstrate Add interest

Clip Art

Table UsesSystematic arrangement of large quantities of data. HintsArrange items in order for emphasis Identify the units in which figures are given.

Tables Are Used For Orderly arrangement of large quantities of data. May include totals or subtotals for columns or rows. Use common units that are clearly identified.

Bar Chart from Excel

3D Bar Chart

Bar Charts Are Used For Show quantity changes over time Good for comparison

Line Chart from Excel

Line Charts Are Used For Changes of information over time

Scatter Chart

Scatter Charts Are Used For Correlation of data Look for “cluster” patterns

Errors in Graphics Errors of scale Errors of format

Bar Chart (Distorted)

Scale Distortion Left-right and horizontal-vertical scales not equal Uneven scale increments Violating “0” beginning

Pie Chart (shows parts of a whole)

Process Chart (Cyclical) Install Evaluate Adapt

Identifying Visual Aids Title Describes content Concise but complete Who, what, when, where, why Usually at top of figure

Numbering If more than one Consecutive or by chapter May separate tables from figures and number separately

Identifying Sources Identify if from another source At bottom of illustration or under title Example: SOURCE: USA Today, October 22, 2002

Your Own Data Source: Primary

Deception in Visual Aids Disproportionate images or inconsistent widths of bars Baseline other than zero Inconsistent increments Omission of data

Creating Graphs in Excel

Excel Charts A chart is a graphic representation of data in a worksheet May be placed on a separate page or embedded in the worksheet Excel can also create diagrams, illustrations of a relationship or concept

Chart Types Many types of charts are available –Bar –Line –Pie –Column Best type to use determined by type of data and relationship you want to show

Decisions, decisions, decisions List details? –Individual items of data List totals? –Instead of details Column and row labels

Components of a Chart  X-axis  Horizontal axis  Used for categories Y-axis –Vertical axis –Used for values

Chart Toolbar Displays buttons used to modify charts To display, right click any toolbar, then click “Chart.”

Annual Incidence of Malaria in Mangalore YearNumber of Cases

Research and Critical Thinking: Avoiding Human Error Report the facts as they are. Do not interpret lack of evidence as proof to the contrary. Do not compare non-comparable data. Do not oversimplify. Do not draw illogical cause-effect conclusions Beware of unreliable or unrepresentative data Do not think that conclusions are always necessary