Communication 2 Report Writing

What is a business report? A business report is an oral presentation or written business document that provides information, requests funding or approval, analyzes company or market data, or makes recommendations for innovations and change.

A Report is…. An orderly and objective presentation of information that helps in decision making and problem solving.

Characteristics of Business Reports. Reports vary widely- in length, complexity, formality, and format. The quality of the report process affects the quality of the product. Accuracy is the most important trait of a report. Reports are often a collaborative effort.

Styles of Reports The style of the report used depends on the need for the report and the audience. Reports are either formal or informal. Informal reports are usually brief and use personal pronouns (I, We, and You) and a direct style. Formal reports are long and are constructed in a prescribed format.

Purpose of Reports. Provide information - provides objective statistical data or facts. Analysis of the data is usually not included. Analyze data and information- offer interpretations of information or solutions to problems. Persuade- propose, request, or recommend specific actions or problem solutions.

Informational Reports Memos Convey info. within an organization. Progress or interim reports Describe in narrative form the status of continuing projects or tasks. Compliance Report Used by orgs. that work with or are regulated by local, state or govt. agencies. Annual reports Describe the achievements and developments of an org. over the course of the year. Policy and Procedure reports Communicate broad organizational goals, guidelines and methods. They explain and outline company policy. Minutes Details the actions and discussions in a business meeting.

Analytical Reports Justification reports- offer support for an action or determine the potential benefit of an action based on a series of reasons. Feasibility study- a type of justification report that includes detailed research, analysis, and a judgement on the potential success or failure of an action.

Persuasive Reports A business plan is a comprehensive report that defines and describes all the components of a business, including its feasibility, profitability, and marketing environment. A proposal is a persuasive written report that offers to provide a service, sell a product, or provide a solution to a problem or need.

Persuasive Reports continued Solicited Formal proposals- are submitted at the request of a potential funder. A Funder is a business, government agency, or private foundation that will approve or finance your project.

What are the differences between Reports and Proposals Reports provide information, analysis, or recommendations that can be used to solve problems; monitor or document progress; clarify or implement policies or procedures; and guide change, direction, or decisions. While proposals are a form of report, the difference is that they request funding, or acceptance in exchange for work to be performed.

Organizing Reports Determine the mission Evaluate your audience Select a report structure Format the report. There are three formats used in report writing namely manuscript, memo and letter.

Organizing the report Manuscript Usually used for longer, more formal reports such as proposals and business plans. Formatted in paragraphs style with headings and sub headings. Memo Often used for shorter, less formal internal reports such as progress, policy, and analytical reports. Letter Primarily used for shorter compliance and persuasive reports for transmittal to an external audience.

Organizing the report Establish the scope – the scope of the report is the range of issues it addresses. Conduct research and Collect Data.

Drafting the body of your research. The report consists of the introduction; the findings; and the summary and conclusions, and recommendations.

The Introduction The introduction sets the stage for understanding the findings that follow. In this section present such information as the following: Background of the problem Need for the study Authorization for the project Problem statement Purpose and scope (including definition of terms, if needed) Procedures used to gather and analyze the data

The Findings The findings of the study represent the major contribution of the report and the largest section of the report. Discuss and interpret any relevant primary and secondary data gathered. Using objective language, present the information clearly, concisely and accurately.

Summary, Conclusions and Recommendations Briefly review the problem and the procedures used to solve the problem, and provide an overview of the major findings.