Understanding the Report Process and Research Methods BCOM Chapter 10 Chapter 9 Lecture Slides Understanding the Report Process and Research Methods Business Communication, 15e Lehman and DuFrene

© 2009 Cengage Learning. All rights reserved. BCOM Chapter 10 Learning Objective 1 Identify the characteristics of a report and the various classifications of business reports. 1 © 2009 Cengage Learning. All rights reserved.

Characteristics of Reports BCOM Chapter 10 Characteristics of Reports Reports are . . . Generally requested by a higher authority and often travel upward in an organization Logically organized and objective Generally prepared for a limited audience 1 © 2009 Cengage Learning. All rights reserved.

Definition of Report An orderly, objective message used to convey information from one department (or organization) to another department (or organization) to assist in decision making or problem solving.

Types of Reports Formal vs. informal Short vs. long BCOM Chapter 10 Types of Reports Formal vs. informal Short vs. long Informational vs. analytical Vertical vs. lateral Internal vs. external Periodic (scheduled) Functional 1

The Formal-Informal Report Continuum BCOM Chapter 10 The Formal-Informal Report Continuum 1 © 2009 Cengage Learning. All rights reserved.

© 2009 Cengage Learning. All rights reserved. BCOM Chapter 10 Learning Objective 2 Identify the characteristics of a proposal and the various classifications of business proposals. A proposal is a special type of report. 2 © 2009 Cengage Learning. All rights reserved.

Classifications of Business Proposals BCOM Chapter 10 Classifications of Business Proposals Internal proposal: a report written to justify or recommend courses of action taken in the company External proposal: a written description of how one organization can meet the needs of another by providing products or services Solicited proposal: a proposal that is invited and initiated Unsolicited proposal: is prepared by an individual or firm who sees a problem to be solved and submits a proposal. 2 © 2009 Cengage Learning. All rights reserved.

© 2009 Cengage Learning. All rights reserved. BCOM Chapter 10 Using Proposals Proposals are . . . Used to show how one organization can meet the needs of another Often used to show how goods or services can be provided Usually issued in response to a requests or a calls for bids Used to make decisions about issuing contracts for work 2 © 2009 Cengage Learning. All rights reserved.

© 2009 Cengage Learning. All rights reserved. BCOM Chapter 10 Learning Objective 3 Apply steps in the problem-solving process and methods for solving a problem. 3 © 2009 Cengage Learning. All rights reserved.

The Problem-Solving Process BCOM Chapter 10 The Problem-Solving Process Recognize and define the problem Select a method of solution (Primary or Secondary) Collect and analyze data Arrive at an answer © 2009 Cengage Learning. All rights reserved. 11

Limiting the Scope Problem Statement – the particular problem that is to be solved by research (What?) Statement of Purpose – the goal of the study & includes aims and objectives (Why?) Hypothesis – a statement to be proved true or false through research Null Hypothesis – statement to be proved true or false through research – states no difference will be found in the factors being studied – removes bias

© 2009 Cengage Learning. All rights reserved. BCOM Chapter 10 Hypothesis A statement to be proved or disproved through research. Example: Hypothesis: Productivity will increase when skilled manufacturing employees function as members of production teams rather than single units in production lines. 3 © 2009 Cengage Learning. All rights reserved.

© 2009 Cengage Learning. All rights reserved. BCOM Chapter 10 Null Hypothesis The statement that no relationship or difference will be found in the factors being studied. Statement to be proved true or false through research. Example: Null hypothesis: No significant difference will be found in productivity between workers organized as teams and workers as individual production line units. 3 © 2009 Cengage Learning. All rights reserved.

Methods of Solution Primary research — relies on first- hand data you collect yourself – only used when secondary data is not sufficient Secondary research — information others have gathered and published previously

© 2009 Cengage Learning. All rights reserved. BCOM Chapter 10 Learning Objective 4 Use appropriate printed, electronic, and primary sources of information. 4 © 2009 Cengage Learning. All rights reserved.

© 2009 Cengage Learning. All rights reserved. BCOM Chapter 10 Conducting Research Types of Secondary Research Printed Sources Electronic Sources Types of Primary Research Observation Experimentation Normative survey research 4 © 2009 Cengage Learning. All rights reserved.

Examples of Research Sources BCOM Chapter 10 Examples of Research Sources Primary Sources Secondary Sources Newspapers Magazines Journals Abstracts Almanacs/fact books Books Government documents Online sources Customer surveys Market research Operational research Historical research Performance observation Product development Financial reports Employee surveys 4 © 2009 Cengage Learning. All rights reserved.

Objectives of Secondary Research BCOM Chapter 10 Objectives of Secondary Research Establish a point of departure for further research Avoid needless duplication of costly research effort Reveal areas of needed research Make a real contribution to the body of knowledge 4 © 2009 Cengage Learning. All rights reserved.

Reasons for Accurate, Complete Documentation (Secondary Sources) Gives credit where credit is due (highly ethical conduct) Protects writers against charges of plagiarism Supports statements and thus increases credibility Aids researchers in pursuing similar research

APA Citations - Cite references for secondary research - Use APA Style for all business writing - Cite references in two places: in the report itself (in-text parenthetical citation) & in the bibliography

APA Citations In-text parenthetical citation: Bibliography: . . . students in college today (Author, Year). Bibliography: Author, F. (Year). Title of book. City, ST: Publisher’s Name.

Citation Examples for a Book with One Author In-text parenthetical citation: Smart college students are majoring in business fields (Smith, 2009). These majors . . . Bibliography: Smith, J. (2009). College students and their majors. Memphis, TN: Old South Publishing Company.

Techniques for Using the Internet Effectively BCOM Chapter 10 Techniques for Using the Internet Effectively Choose your search engine or database appropriately Structure searches from broad to specific Use quotation marks for literal topics (Ex: “red sports car”) Look for pages that have links to other sites 4 © 2009 Cengage Learning. All rights reserved.

Problems with Internet Resources BCOM Chapter 10 Problems with Internet Resources Resources are not always accurate and reliable Certain uses of site information may constitute copyright violation Resources are not always complete in terms of information or updating Electronic periodicals are not always subjected to same rigor as printed periodicals 4 © 2009 Cengage Learning. All rights reserved.

Indicators of Effective Primary Research BCOM Chapter 10 Indicators of Effective Primary Research Validity Does the data measure what it was intended to measure? Reliability Are outcomes consistent (repeatable) over time or independent samples? Is sample size sufficiently large? 4 © 2009 Cengage Learning. All rights reserved.

© 2009 Cengage Learning. All rights reserved. BCOM Chapter 10 Learning Objective 5 Demonstrate appropriate methods of collecting, organizing, and referencing information. 5 © 2009 Cengage Learning. All rights reserved.

Taking Effective Notes (Secondary Resources) BCOM Chapter 10 Taking Effective Notes (Secondary Resources) Read an article rapidly Put the article aside List the main and supporting points from memory Review the article to verify significant points 5 © 2009 Cengage Learning. All rights reserved.

© 2009 Cengage Learning. All rights reserved. BCOM Chapter 10 Avoid Plagiarism The presentation of someone else’s ideas or words as your own (Secondary Sources) provide a citation for each passage from someone else’s work that you stated in your own words provide a citation for each direct quotation 5 © 2009 Cengage Learning. All rights reserved.

Guidelines for Designing Effective Questionnaires (Primary Research) BCOM Chapter 10 Guidelines for Designing Effective Questionnaires (Primary Research) Arrange items in a logical sequence Ask for facts that can be recalled readily Write clear, specific questions Brief, easy-to-follow directions Words with precise meanings Short items related to one idea No “skip-and-jump” instructions 5 © 2009 Cengage Learning. All rights reserved.

Guidelines for Designing Effective Questionnaires (cont.) Create an appealing format that is easy-to-answer and tabulate Do not force respondents to choose an answer that does not apply to them Provide all possible answers Add “undecided” or “other” category Avoid leading questions Pilot test the questionnaire and revise based on feedback © 2009 Cengage Learning. All rights reserved.

Questionnaires Open Question What will you do to combat inflation? Forced Choice What is the one most important problem you . . . Checklists Check all that apply to you:  Male  Married  Female  Single Rating Scale Circle the number indicating how you feel about each statement: Disagree Agree Strongly Agree 1 2 3 4 5 6 7 8 Ranking Scale Please rank the following problems in order of importance. Use 1 for most important, 2 for second most important, and continue until all are ranked. ______ World Peace _____ Unemployment ______ Inflation _____ Drug Abuse

Common Errors in Data Collection ** BCOM Chapter 10 Common Errors in Data Collection ** Samples that are too small Samples that are not representative Poorly constructed data-gathering instruments Information that comes from biased sources Too little information Too much information that is not relevant ** in Primary Research 5 © 2009 Cengage Learning. All rights reserved.

© 2009 Cengage Learning. All rights reserved. BCOM Chapter 10 Learning Objective 6 Explain techniques for the logical analysis and interpretation of data. 6 © 2009 Cengage Learning. All rights reserved.

© 2009 Cengage Learning. All rights reserved. Summary of Report Findings – What do the numbers say? Conclusions – What do they mean? Recommendation – What are you going to do? © 2009 Cengage Learning. All rights reserved.

Common Errors in Data Interpretation BCOM Chapter 10 Common Errors in Data Interpretation Conforming results to prediction or desire Hoping for spectacular results Comparing when commonality is absent Assuming a cause-and-effect relationship when one does not exist Failing to consider important factors Basing conclusions on lack of evidence Assuming constancy of behavior 6 © 2009 Cengage Learning. All rights reserved.