1. Chapter 13 Organizing and Writing Typical Business Reports Mary Ellen Guffey, Business Communication: Process and Product, 5e Copyright © 2006

2. Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 13, Slide 2 Interpreting Data You’re looking for Meanings Relationships Answers!

3. Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 13, Slide 3 Devices for Tabulating and Analyzing Data Tables – systematic columns and rows The Three Ms Mean – arithmetic average value Median – middle point in a range of values Mode – most frequently appearing value Correlations – relationships between variables Grids – intersecting rows and columns

4. Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 13, Slide 4 A Statistical Problem 14 12 12 What is the mean? 12 12 What is the median? 12 11 What is the mode? 11 10 9 8 7 6 ---- 200 The athletic department is collecting data on shoe sizes for players and assistants (some female). Here are the tennis shoe sizes for 20 people.

5. Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 13, Slide 5 A Statistical Problem 14 12 12 Mean=10 12 12 What is the median? 12 11 What is the mode? 11 10 9 8 7 6 ---- 200 The athletic department is collecting data on shoe sizes for players and assistants (some female). Here are the tennis shoe sizes for 20 people.

6. Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 13, Slide 6 A Statistical Problem 14 12 12 Mean=10 12 12 Median=11 12 11 What is the mode? 11 10 9 8 7 6 ---- 200 The athletic department is collecting data on shoe sizes for players and assistants (some female). Here are the tennis shoe sizes for 20 people.

7. Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 13, Slide 7 A Statistical Problem 14 12 12 Mean=10 12 12 Median=11 12 11 Mode=12 11 10 9 8 7 6 ---- 200 The athletic department is collecting data on shoe sizes for players and assistants (some female). Here are the tennis shoe sizes for 20 people.

8. Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 13, Slide 8 A Statistical Problem 14 12 12 Mean=10 12 12 Median=11 12 11 Mode=12 11 10 10 How can such statistical 9 values be important to 8 report writers? 8 7 6 ---- 200 The athletic department is collecting data on shoe sizes for players and assistants (some female). Here are the tennis shoe sizes for 20 people.

9. Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 13, Slide 9 Drawing Conclusions and Making Recommendations

10. Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 13, Slide 10 Tips for Writing Report Conclusions

11. Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 13, Slide 11 Tips for Writing Report Conclusions Interpret and summarize the findings. Tell what your findings (collected data) mean. Relate the conclusions to the report problem. Focus only on conclusions that help solve the original problem. Limit the conclusions to the data presented. Do not introduce new material.

12. Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 13, Slide 12 Be objective. Avoid exaggerating or manipulating the data to prove a point. Use consistent criteria. In evaluating options, use the same criteria for each alternative. Enumerate each conclusion. Number and list each item. Present items in parallel form. Tips for Writing Report Conclusions

13. Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 13, Slide 13 Tips for Writing Report Recommendations

14. Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 13, Slide 14 Suggest actions. Indicate specific procedures that can help solve the report problem. Focus on recommendations that are practical and agreeable. Suggest feasible actions that would be acceptable to this audience. Tips for Writing Report Recommendations

15. Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 13, Slide 15 Present recommendations separately. Enumerate each in a statement beginning with a verb. If requested, indicate how the recommendations may be implemented. Some writers present detailed plans for executing the recommendations. Tips for Writing Report Recommendations

16. Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 13, Slide 16 Conclusion: Survey results show that the biggest student complaint centered on long registration lines. Recommendation: Implement a registration reservation system in which students sign up for specific registration time slots. Tips for Writing Report Recommendations

17. Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 13, Slide 17 Organizing Information Reader comprehension, not writer convenience, should govern report organization.

18. Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 13, Slide 18 Possible Methods of Organization Time Arrange data by chronology: e.g., 2000, 2001, 2002. Component Arrange data by classifications: location, geography, division, product, or part. A report discussing company profits could be organized by each product. Importance Order data from most important to least important, or vice versa.

19. Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 13, Slide 19 Criteria Arrange data by evaluative categories. In a report comparing fax equipment, organize by such areas as price, warranty, speed, print quality, etc. Convention Organize data according to prescribed categories. For example, proposals are organized by staff, budget, schedule, etc. Possible Methods of Organization

20. Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 13, Slide 20 Structural Cues for Report Readers

21. Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 13, Slide 21 Introduction Discuss the purpose and significance of the report. Preview the main points and the order of development. Transitions however therefore on the contrary moreover Structural Cues for Report Readers

22. Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 13, Slide 22 Headings Write short but clear headings. Experiment with wording that tells who, what, when, where, and why. Include at least one heading per report page. Structural Cues for Report Readers

23. Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 13, Slide 23 Headings Balance headings within levels. All headings at a given level should be grammatically similar; for example: Creating Team Motivation Treating Employees Like Customers (not Employees Should Be Treated Like Customers) Structural Cues for Report Readers

24. Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 13, Slide 24 Headings Integrate headings gracefully. Try to avoid repeating the exact wording of a heading in the following sentence. Also avoid using a heading as an antecedent to a pronoun. Avoid: CUSTOMER SURVEYS These are... Structural Cues for Report Readers

25. Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 13, Slide 25 Levels of Report Headings REPORT, CHAPTER, AND PART TITLES The title of a report, chapter heading, or major part should be centered in all caps. REPORT, CHAPTER, AND PART TITLES The title of a report, chapter heading, or major part should be centered in all caps.

26. Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 13, Slide 26 First-Level Subheading Headings indicating the first level of division are centered and bolded. Whether a report is single-spaced or double- spaced, most writers triple-space (leaving two blank lines) before and double-space (leaving one blank line) after a first-level heading. First-Level Subheading Headings indicating the first level of division are centered and bolded. Whether a report is single-spaced or double- spaced, most writers triple-space (leaving two blank lines) before and double-space (leaving one blank line) after a first-level heading. Levels of Report Headings

27. Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 13, Slide 27 Second-Level Subheading Headings that divide topics introduced by first-level subheadings are bolded and begin at the left margin. Most writers double-space (leaving one blank line) after a second- level heading. Second-Level Subheading Headings that divide topics introduced by first-level subheadings are bolded and begin at the left margin. Most writers double-space (leaving one blank line) after a second- level heading. Levels of Report Headings

28. Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 13, Slide 28 Third-Level Subheading. Because it is part of the paragraph that follows, a third-level subheading is also called a paragraph heading. It should appear in boldface print. [Note: Indent double-spaced paragraphs. Don’t indent single-spaced paragraphs.] Third-Level Subheading. Because it is part of the paragraph that follows, a third-level subheading is also called a paragraph heading. It should appear in boldface print. [Note: Indent double-spaced paragraphs. Don’t indent single-spaced paragraphs.] Levels of Report Headings

29. Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 13, Slide 29 Writing Informational Reports

30. Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 13, Slide 30 Introduction Identify the report and its purpose. Present a brief overview of the report’s organization, especially for longer reports. When readers are unfamiliar with the topic, briefly fill in the background details. Writing Informational Reports

31. Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 13, Slide 31 Body Group facts or findings into three to five roughly equal segments that do not overlap. Organize by time, component, importance, criteria, convention, or some other method. Writing Informational Reports

32. Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 13, Slide 32 Body Supply functional or talking heads (at least one per page) to describe each section. Use an informal, conversational writing style unless a formal tone is expected. Use bullets, numbered and lettered lists, headings, underlined items, and white space to enhance readability. Writing Informational Reports

33. Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 13, Slide 33 Summary/Conclusion When necessary, briefly review the main points and discuss what action will follow. If relevant, express appreciation or describe your willingness to provide further information. Writing Informational Reports

34. Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 13, Slide 34 Typical informational business reports Periodic reports Describe production, sales, shipping, service, and other recurring activities. Trip, convention, conference reports Describe an event, summarize three to five main points, itemize expenses, and estimate the event’s value. Writing Informational Reports

35. Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 13, Slide 35 Typical informational business reports Progress and interim reports Explain continuing projects, including work completed, work in progress, future activities, and completion date. Investigative reports Examine problems and supply facts; provide little analysis. Writing Informational Reports

36. Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 13, Slide 36 Student Progress Report DATE: ~~~~~~ TO: ~~~~~~ FROM: ~~~~~~ SUBJECT: ~~~~~~ ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ ~~~~~~~~~~~~~~~~~~~~~~~~ Background ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ ~~~~~~~~~~~~~~ Work Completed ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ DATE: ~~~~~~ TO: ~~~~~~ FROM: ~~~~~~ SUBJECT: ~~~~~~ ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ ~~~~~~~~~~~~~~~~~~~~~~~~ Background ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ ~~~~~~~~~~~~~~ Work Completed ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

37. Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 13, Slide 37 ~~~~~~~~~~ Page 2 ~~~~~~~~ ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ ~~~~~~~~~~~~~~~~~~~~~~~~ Work To Be Completed ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ ~~~~~~~~~~~~~~ ~~~~~~~~~~ Page 2 ~~~~~~~~ ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ ~~~~~~~~~~~~~~~~~~~~~~~~ Work To Be Completed ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ ~~~~~~~~~~~~~~ Student Progress Report

38. Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 13, Slide 38 Writing Analytical Reports

39. Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 13, Slide 39 Introduction Explain why the report is being written. For research studies, include the significance, scope, limitations, and methodology of the investigation. Preview the report’s organization. For receptive audiences, summarize the conclusions and recommendations. Writing Analytical Reports

40. Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 13, Slide 40 Findings Discuss the pros and cons of each alternative. For receptive audiences, consider placing the recommended alternative last. Establish criteria to evaluate alternatives. In “yardstick” studies create criteria to use in measuring each alternative consistently. Writing Analytical Reports

41. Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 13, Slide 41 Findings Support the findings with evidence: facts, statistics, expert opinion, survey data, and other proof. Use headings, enumerations, lists, tables, and graphics to focus attention. Writing Analytical Reports

42. Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 13, Slide 42 Conclusions/Recommendations Develop reasonable conclusions that answer the research question. Justify the conclusions with highlights from the findings. Make recommendations, if asked. Use action verbs. Explain needed action. Writing Analytical Reports

43. Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 13, Slide 43 Typical analytical business reports Justification/recommendation reports Make recommendations to management; provide data to solve problems and make decisions. Feasibility reports Analyze problems and predict whether alternatives will be practical or advisable. Yardstick reports Establish criteria and evaluate alternatives by measuring against the yardstick criteria. Writing Analytical Reports

44. Mary Ellen Guffey, Business Communication: Process and Product, 5e Ch. 13, Slide 44 End