1. Chapter 10 Writing the Report
There are videos embedded in the PowerPoint slides that are available on the Instructor’s Resource CD (ISBN ).

2. Writing the Report
Planning
Drafting
Writing
Documenting
Refining

3. Outlining the Report Planning the Report
When writing a report, you follow the same process for other types of business writing such as planning, drafting, revising, and proofreading.
Spend more time on planning before collecting data.
Presenting the results requires its own stage of planning.
Decide what format to use, how to organize the content, and what headings to include.

4. Selecting a Report Format
Primarily Text
Text and Graphics
Memo or
Formal Reports
Informal Reports

5. Ways to Organize the Report
When it is important for the reader to know the sequence of events
Time
When the geographical or physical location of topics is important
Location
When you want to draw attention to important information
Importance
When you’re writing analytical and recommendation reports
Criteria

6. Drafting the Supplementary Sections
Outlining a Report
Drafting the Supplementary Sections
Identifies not only the topic of the section, but also the major idea.
Talking Heading
Identifies only the topic of the section without the conclusion.
Generic Heading
Using noun phrases, participial phrases and statements or questions for a heading.
Parallelism
Use headings to break up a long report and refocus the reader’s attention.
Length & number of headings
Maintain a sense of balance within and among sections.
Balance

7. Formatting a Report in Presentation Software
Talking heading
White background
Detailed, explanatory text
Mix of text and graphics
Bullets or text in graphics
Main points reinforced
(optional)
Page numbers

8. Presenting Findings, Conclusions, and Recommendations
States the information collected
Forty-five percent of the building foundation is deteriorated.
Conclusion
Answers research questions raised in the introduction
The building will not withstand another hurricane.
Recommendation
Draws a solution based on the finding and conclusion
The foundation needs to be replaced.

9. Working Mothers in Management
Outlining the Report
Working Mothers in Management
I. INTRODUCTION
Purpose and Scope
Procedures

10. Outlining the Report (cont’d)
II. FINDINGS
A. Number of Working Mothers
National Labor Force
State Labor Force
B. Effects on Labor Productivity
Absenteeism
Rate of Turnover
Commitment to the Job
C. Special Needs of Working Mothers
On-Site Child Care Centers
Flexible Working Hours
Family Leave

11. Outlining the Report (cont’d)
III. SUMMARY, CONCLUSIONS, AND RECOMMENDATIONS
Summary and Conclusions
Recommendations

12. Choosing Headings Generic Headings Current Staffing Comparisons
Performance Evaluation Summary
Talking Headings
Bishops’ Staffing Level is High Compared to that of Its Competitors
Employees’ Performance Varies by Years of Experience

13. Drafting the Body
Introduction: Present the information the reader needs to make sense of the findings
Findings: Analyze and interpret findings for the reader
Summary, Conclusions, and Recommendations: Modify according to the purpose and length of your report

14. Drafting the Supplementary Sections
Title Page
Report title and subtitle, company logo, writer’s name, and report date
Cover Letter, Memo, or
Separate note to introduce the report
Executive Summary
Abstract or synopsis of the report
Table of Contents
Headings, subheadings, and page numbers
Appendix
Supplementary reference material not relevant enough for the body
References
List of secondary sources

15. Developing an Effective Writing Style
Tone
Pronouns
Verb Tense
Emphasis and Subordination
Coherence

16. Text after a main heading overviews content within a section.
Add a Section Overview
Regional Sales Analysis
The Northeast region leads in individual room sales, while the Southern region leads in group and corporate sales. The Midwest region lags in all sales categories.
Individual Sales
text text text text text text text text text text text text text text text text text
Group Sales
Corporate Sales
Text after a main heading overviews content within a section.

17. Why We Document Sources
To avoid accusations of plagiarism
To give credit to the originator of information
To demonstrate the validity of our work with credible sources
To instruct readers where to find additional information

18. Paraphrasing
A paraphrase is a summary or restatement of a passage in your own words.
Paraphrasing involves more than just rearranging words or leaving out a word or two.
Instead, try to understand the writer’s idea and then restate it in your own language.
When changing the sentence structure, do not use any three consecutive words from the original source.

19. Direct Quotation
Direct quotations contain the exact words of another person.
Direct quotations should always enclosed in quotation marks.

20. How to Document Sources for a Business Report
According to the “CEO Economic Outlook Survey,” 92% of company leaders expect higher capital expenditures this quarter compared to last quarter.4 OR
Footnotes or Endnotes (for primarily text reports)
Reference Page (for reports in presentation software)

21. 3. Revise for Correctness
Revising
1. Revise for Content
Have you included sufficient information to support each point?
Have you excluded extraneous information?
Is all information accurate?
Is the information presented in an efficient and logical sequence?
2. Revise for Style
Are words clear, simple, and concise?
Are you using a variety of sentence types?
Do your paragraphs have unity and coherence?
Have you maintained a confident, sincere, objective tone?
Have you used appropriate emphasis and subordination?
3. Revise for Correctness
Do you find any errors in grammar, spelling, punctuation, and word usage?
Does a colleague catch any errors you may have overlooked?

22. Formatting and Proofreading
Use a consistent, logical format, keeping the needs of the reader in mind
Proofreading
Do not risk destroying your credibility by failing to proofread carefully

23. Behind the Scenes at Consumer Reports
Behind the Scenes at Consumer Reports
What makes Consumer Reports’ research credible?
Look at a recent Consumer Reports publication. What makes the product research easy to understand?
See the video here: