1. Business Communication Workshop
Course Coordinator: Ayyaz Qadeer Lecture # 24

2. Formal Reports

3. Researching Secondary Data
Print Resources
Books
Periodicals
Bibliographic indexes (print, CD-ROM, and Web-based)

4. Researching Secondary Data
Electronic Databases
Magazine, newspaper, and journal articles
Newsletters, business reports,company profiles, government data, reviews, and directories
The Web
Product data, mission statements, staff directories, press releases, current company news, government information, article reprints, scientific reports, and employment information

5. Deciding on Length and Format
When selecting a format, you have four options:
Preprinted form
Memo
Letter
Manuscript

6. Preparing the Final Outline
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Preparing the Final Outline
What is the purpose of a final outline?
What does a final outline force you to reevaluate?
Are outline headings important?
The final outline gives you a visual diagram of the report.
You reevaluate the information you have collected.
Yes, they affect the tone of the report.

7. Visual Aids Clarify and simplify the text
Depict relationships between points
Emphasize and summarize points
Attract and build credibility
Reinforce understanding

8. “Visualizing” Information
Decide on the message.
Identify points requiring visual support.
Maintain a balance between illustrations and words.
Consider your production schedule.

9. Which Graphic Should You Use?
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Which Graphic Should You Use?
What is the best use of each of the following types of graphics?
Tables
Bar charts
Pie charts
Line charts
Flow charts
Maps
Drawings
Organization charts

10. Using Graphic Design Principles
Continuity
Emphasis
Contrast
Simplicity
Experience

11. Fitting Graphics Into Text
Introduce graphics in the text.
Place them near the text they illustrate.
Choose titles and legends that convey a message and explain the graphic clearly.
Match title and legend style to heading style (informative or descriptive).
Phrase all legends and titles consistently throughout the report.

12. Composing Reports -- True or False?
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Composing Reports -- True or False?
All reports are written formally.
To achieve a formal tone, use personal pronouns.
By using verb tense consistently, you add to the clarity of your report.
False, many can be informal.
False, use impersonal words.
True

13. Guiding Readers through Reports
Start with an opening that indicates the report’s subject and importance.
Use headings, subheadings, and lists effectively.
Use transitions to bind the report.
Use preview and review sections.
Create an ending that leaves a strong, lasting impression.

14. Revising Formal Reports
Revise by evaluating both content and organization.
Review for style and readability.
Edit and rewrite your message clearly and concisely.
Refer to Chapter 6 for more tips on revising and proofreading.

15. Deciding on Report Format
Formal reports
Can be short or long
Can be direct or indirect
Can be informational or analytical
Can be external or internal
The parts you use depend upon what type of report it is.
For long reports, prefatory parts should have their own pages.

16. Components of a Formal Report
Prefatory parts
Text parts
Supplementary parts

17. Prefatory Parts for a Report
What is contained in each of the following?
Cover Transmittal letter
Title fly Table of contents
Title page List of illustrations
Authorization letter Executive summary
Acceptance letter Synopsis

18. A Formal Report’s Introduction
Ties the report to a problem or an assignment
Tells the reader the purpose of the report
Previews contents and organization of the report
Establishes tone of the report

19. Topics to Consider in an Introduction
Authorization
Problem/purpose
Scope
Background
Sources and methods
Definitions
Limitations
Report organization

20. Body of a Formal Report Quick Quiz Quick Quiz Quick Quiz Quick Quiz
What three sections are contained in the body?
What factors should you consider when deciding on amount of detail to include?
Information, analysis, and interpretation.
Nature of the information, the purpose of your report, and preferences of your audience.

21. Final Sections of the Report Text
Summary
Key findings of your report
Conclusions
An analysis of what the findings mean
Recommendations
Opinions about the desired course of action

22. Supplementary Parts Let’s Discuss Let’s Discuss Let’s Discuss Let’s
Explain what is contained in each of the following:
Appendix
Bibliography
Index

23. Proofreading Formal Reports
Check over textual materials.
Check visual aids:
Is each visual necessary?
Are the visuals accurate?
Are the visuals documented?
Are the visuals honest?

24. Getting Feedback
You’ll want to get feedback from readers, even if you have to nudge them to do so.
Be ready for less-than-glowing reactions to your recommendations.
Be prepared to get no response at all.
Accept criticism graciously.

25. Test Your Knowledge
When is it appropriate to use tables, line charts, surface charts, and pie charts in a report?
What five principles apply to effective visuals for business reports?
What tools can you use to help readers follow the structure and flow of information in a long report?
What is the purpose of adding titles and legends to visual aids in reports?
How do writers use transitions in reports?

26. Test Your Knowledge
List the three tasks involved in completing reports, and briefly explain what is involved in revising them.
Explain the prefatory parts of a formal report
Describe four important functions of a formal report’s introduction, and identify the possible topics it might include.
List four questions to ask when proofing visual aids.
What elements would you consider in proofreading and getting feedback?

27. Thank You