1. Writing Business Reports

2. Introduction Gives background of problem or assignment. Introduces the subject and shows why it is significant or important. Preview the main ideas and structure of the report. Establishes the tone and relationship with the audience.

3. Body 2-4 main points. Presents, analyzes, and interprets your research. Presents and supports conclusions and recommendations.

4. Close Emphasizes main points. Summarizes benefits of action. Reminds reader how pieces fit together. Specifies actions and responsibilities.

5. Report Graphics and Visual Aids

6. Guiding the Reader Headings Transitions Previews and summaries

7. Use design and graphics to improve readability

8. Visuals can… Clarify Simplify Emphasize Summarize Reinforce Attract Impress Unify

9. Principles of design Focus Balance Movement Unity Visual identity

10. Considerations Size –More room for more complex data or relationships Typography –Common font and style throughout document –Size shows level of importance Rules and borders –Use to separate graphic from text

11. Focus

12. Balance

13. Movement

14. Unity

15. Visual Identity

16. Use graphics to clarify and add interest Samples Tables Charts Bar and column Pictographs Pie Line

17. Samples

18. Illustrate Demonstrate Add interest

20. Clip Art

21. Table UsesSystematic arrangement of large quantities of data. HintsArrange items in order for emphasis Identify the units in which figures are given.

22. Tables Are Used For Orderly arrangement of large quantities of data. May include totals or subtotals for columns or rows. Use common units that are clearly identified.

23. Bar Chart from Excel

24. 3D Bar Chart

25. Bar Charts Are Used For Show quantity changes over time Good for comparison

26. Line Chart from Excel

27. Line Charts Are Used For Changes of information over time

28. Scatter Chart

29. Scatter Charts Are Used For Correlation of data Look for “cluster” patterns

30. Errors in Graphics Errors of scale Errors of format

31. Bar Chart (Distorted)

33. Scale Distortion Left-right and horizontal-vertical scales not equal Uneven scale increments Violating “0” beginning

34. Pie Chart (shows parts of a whole)

35. Process Chart (Cyclical) Install Evaluate Adapt

36. Identifying Visual Aids Title Describes content Concise but complete Who, what, when, where, why Usually at top of figure

37. Numbering If more than one Consecutive or by chapter May separate tables from figures and number separately

38. Identifying Sources Identify if from another source At bottom of illustration or under title Example: SOURCE: USA Today, October 22, 2002

39. Your Own Data Source: Primary

40. Deception in Visual Aids Disproportionate images or inconsistent widths of bars Baseline other than zero Inconsistent increments Omission of data

41. Creating Graphs in Excel

42. Excel Charts A chart is a graphic representation of data in a worksheet May be placed on a separate page or embedded in the worksheet Excel can also create diagrams, illustrations of a relationship or concept

43. Chart Types Many types of charts are available –Bar –Line –Pie –Column Best type to use determined by type of data and relationship you want to show

44. Decisions, decisions, decisions List details? –Individual items of data List totals? –Instead of details Column and row labels

45. Components of a Chart  X-axis  Horizontal axis  Used for categories Y-axis –Vertical axis –Used for values

47. Chart Toolbar Displays buttons used to modify charts To display, right click any toolbar, then click “Chart.”

48. Annual Incidence of Malaria in Mangalore YearNumber of Cases 19765064 19783500 19802500 19823000 1984200 198929 1990114 19921000 19944500 199612481

49. Research and Critical Thinking: Avoiding Human Error Report the facts as they are. Do not interpret lack of evidence as proof to the contrary. Do not compare non-comparable data. Do not oversimplify. Do not draw illogical cause-effect conclusions Beware of unreliable or unrepresentative data Do not think that conclusions are always necessary