1. Copyright © 2012 Cengage Learning 8e BUSINESS COMMUNICATION In Person, In Print, Online Chapter 10 Writing the Report

2. Copyright © 2012 Cengage Learning Writing the Report Planning Drafting Writing Documenting Refining

3. Copyright © 2012 Cengage Learning Writing the Report Planning Drafting Writing Documenting Refining

4. [Click to edit Master title style] Copyright © 2012 Cengage Learning Planning | Drafting | Writing | Documenting | Refining Selecting a Report Format Primarily TextText and Graphics Memo or Email Formal Reports Informal Reports

5. Copyright © 2012 Cengage Learning Planning | Drafting | Writing | Documenting | Refining Talking heading Mix of text and graphics Page numbers Detailed, explanatory text Main points reinforced (optional) White background Bullets or text in graphics Formatting a Report in Presentation Software

6. Copyright © 2012 Cengage Learning Planning | Drafting | Writing | Documenting | Refining 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

7. Copyright © 2012 Cengage Learning Planning | Drafting | Writing | Documenting | Refining Presenting Findings, Conclusions, and Recommendations Recommendation Conclusion Finding States the information collected Forty-five percent of the building foundation is deteriorated. Answers research questions raised in the introduction The building will not withstand another hurricane. Draws a solution based on the finding and conclusion The foundation needs to be replaced.

8. Copyright © 2012 Cengage Learning Planning | Drafting | Writing | Documenting | Refining Outlining the Report Working Mothers in Management I. INTRODUCTION Purpose and Scope Procedures

9. Copyright © 2012 Cengage Learning Planning | Drafting | Writing | Documenting | Refining 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

10. Copyright © 2012 Cengage Learning Planning | Drafting | Writing | Documenting | Refining Outlining the Report (cont’d) III. SUMMARY, CONCLUSIONS, AND RECOMMENDATIONS Summary and Conclusions Recommendations

11. Copyright © 2012 Cengage Learning Planning | Drafting | Writing | Documenting | Refining 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

12. Copyright © 2012 Cengage Learning Writing the Report Planning Drafting Writing Documenting Refining

13. Copyright © 2012 Cengage Learning Planning | Drafting | Writing | Documenting | Refining 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. Copyright © 2012 Cengage Learning Planning | Drafting | Writing | Documenting | Refining Drafting the Supplementary Sections Report title and subtitle, company logo, writer’s name, and report date Title Page Separate note to introduce the report Cover Letter, Memo, or Email Abstract or synopsis of the report Executive Summary Headings, subheadings, and page numbers Table of Contents Supplementary reference material not relevant enough for the body Appendix List of secondary sources References

15. Copyright © 2012 Cengage Learning Writing the Report Planning Drafting Writing Documenting Refining

16. Copyright © 2012 Cengage Learning Planning | Drafting | Writing | Documenting | Refining Developing an Effective Writing Style TonePronounsVerb TenseEmphasis and SubordinationCoherence

17. Copyright © 2012 Cengage Learning Planning | Drafting | Writing | Documenting | Refining How Can You Improve the Tone? BUT: NOT: Our turnover rate has skyrocketed in the past year. BUT: NOT: The manager claimed that his employees left for better compensation.

18. Copyright © 2012 Cengage Learning Planning | Drafting | Writing | Documenting | Refining Use First- and Second-Person Pronouns Sparingly Informal I recommend that the project be canceled. Awkward The writer recommends that the project be canceled. Formal The project should be canceled. InformalI interviewed Jan Smith. PassiveJan Smith was interviewed. Formal In a personal interview, Jan Smith stated....

19. [Click to edit Master title style] Copyright © 2012 Cengage Learning Planning | Drafting | Writing | Documenting | Refining Use Emphasis and Subordination Devote an appropriate amount of space to a topic. Position your major ideas first for the direct plan. Use language that directly tells what is more and less important.

20. Copyright © 2012 Cengage Learning Planning | Drafting | Writing | Documenting | Refining 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 text text text text text text text text text text text text text text text text text Corporate Sales text text text text text text text text text text text text text text text text text Text after a main heading overviews content within a section.

21. Copyright © 2012 Cengage Learning Writing the Report Planning Drafting Writing Documenting Refining

22. [Click to edit Master title style] Copyright © 2012 Cengage Learning Planning | Drafting | Writing | Documenting | Refining 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

23. Copyright © 2012 Cengage Learning Planning | Drafting | Writing | Documenting | Refining How Can You Paraphrase These Words? Matsui’s president, Ken Okono, said that the next model will “surpass all previous versions with increased functionality and improved usability.” On an analyst call on Tuesday, Okono assured listeners that the company will exceed investor expectations in the third quarter and will increase market share by at least 15% by year-end. Try two versions: one that retains the quote and another that omits it.

24. [Click to edit Master title style] Copyright © 2012 Cengage Learning Planning | Drafting | Writing | Documenting | Refining How to Document Sources for a Business Report OR Reference Page (for reports in presentation software) Footnotes or Endnotes (for primarily text reports) According to the “CEO Economic Outlook Survey,” 92% of company leaders expect higher capital expenditures this quarter compared to last quarter. 4

25. Copyright © 2012 Cengage Learning Writing the Report Planning Drafting Writing Documenting Refining

26. Copyright © 2012 Cengage Learning Planning | Drafting | Writing | Documenting | Refining 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?

27. Copyright © 2012 Cengage Learning Planning | Drafting | Writing | Documenting | Refining Formatting and Proofreading Formatting 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

28. Copyright © 2012 Cengage Learning Additional Video Suggestions

29. Video Example Copyright © 2012 Cengage Learning Planning | Drafting | Writing | Documenting | Refining 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?