1. Chapter 12 Preparing To Write Business Reports Mary Ellen Guffey, Business Communication: Process and Product, 4e Copyright © 2003

2. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 2 Business reports are systematic attempts to answer questions and solve problems. They include the following activities. Planning What Are Business Reports?

3. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 3 Business reports are systematic attempts to answer questions and solve problems. They include the following activities. Planning What Are Business Reports?

4. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 4 Business reports are systematic attempts to answer questions and solve problems. They include the following activities. Planning Research What Are Business Reports?

5. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 5 Business reports are systematic attempts to answer questions and solve problems. They include the following activities. Planning Research What Are Business Reports?

6. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 6 Business reports are systematic attempts to answer questions and solve problems. They include the following activities. Planning Research Organization What Are Business Reports?

7. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 7 Business reports are systematic attempts to answer questions and solve problems. They include the following activities. Planning Research Organization What Are Business Reports?

8. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 8 Business reports are systematic attempts to answer questions and solve problems. They include the following activities. Planning Research Organization Presentation What Are Business Reports?

9. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 9 Ten Truths About Business Reports 1.Everyone writes reports. 2.Most reports flow upward. 3.Most reports are informal. 4.Three report formats (memo, letter, and manuscript) are most common. 5.Reports differ from memos and letters.

10. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 10 6.Today’s reports are written on computers. 7.Some reports are collaborative efforts. 8.Ethical report writers interpret facts fairly. 9.Organization is imposed on data. 10.The writer is the reader’s servant. Ten Truths About Business Reports

11. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 11 Report Functions Informational reports Analytical reports

12. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 12 Report Formats Letter format Memo format Manuscript format Printed forms

13. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 13 Writing Style Formal Informal

14. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 14 Audience Analysis and Report Organization If readers are informed If readers are informed

15. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 15 Audience Analysis and Report Organization If readers are informed If readers are informed

16. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 16 Audience Analysis and Report Organization Direct Pattern If readers are informed If readers are informed

17. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 17 Audience Analysis and Report Organization Direct Pattern If readers are informed If readers are informed

18. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 18 Audience Analysis and Report Organization Direct Pattern Report -----Main Idea ---- ----------------------- Report -----Main Idea ---- ----------------------- If readers are informed If readers are informed

19. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 19 Audience Analysis and Report Organization If readers are supportive If readers are supportive

20. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 20 Audience Analysis and Report Organization If readers are supportive If readers are supportive

21. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 21 Audience Analysis and Report Organization Direct Pattern If readers are supportive If readers are supportive

22. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 22 Audience Analysis and Report Organization Direct Pattern If readers are supportive If readers are supportive

23. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 23 Audience Analysis and Report Organization Direct Pattern Report -----Main Idea ---- ----------------------- Report -----Main Idea ---- ----------------------- If readers are supportive If readers are supportive

24. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 24 Audience Analysis and Report Organization If readers are eager to have results first If readers are eager to have results first

25. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 25 Audience Analysis and Report Organization If readers are eager to have results first If readers are eager to have results first

26. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 26 Audience Analysis and Report Organization Direct Pattern If readers are eager to have results first If readers are eager to have results first

27. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 27 Audience Analysis and Report Organization Direct Pattern If readers are eager to have results first If readers are eager to have results first

28. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 28 Audience Analysis and Report Organization Direct Pattern Report -----Main Idea ---- ----------------------- Report -----Main Idea ---- ----------------------- If readers are eager to have results first If readers are eager to have results first

29. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 29 Audience Analysis and Report Organization If readers are informed If readers are informed If readers are supportive If readers are supportive If readers are eager to have results first If readers are eager to have results first

30. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 30 Audience Analysis and Report Organization If readers are informed If readers are informed If readers are supportive If readers are supportive If readers are eager to have results first If readers are eager to have results first

31. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 31 Audience Analysis and Report Organization Direct Pattern If readers are informed If readers are informed If readers are supportive If readers are supportive If readers are eager to have results first If readers are eager to have results first

32. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 32 Audience Analysis and Report Organization Direct Pattern If readers are informed If readers are informed If readers are supportive If readers are supportive If readers are eager to have results first If readers are eager to have results first

33. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 33 Audience Analysis and Report Organization Direct Pattern Report -----Main Idea ---- ----------------------- Report -----Main Idea ---- ----------------------- If readers are informed If readers are informed If readers are supportive If readers are supportive If readers are eager to have results first If readers are eager to have results first

34. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 34 Audience Analysis and Report Organization If readers need to be educated If readers need to be educated

35. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 35 Audience Analysis and Report Organization If readers need to be educated If readers need to be educated

36. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 36 Audience Analysis and Report Organization Indirect Pattern If readers need to be educated If readers need to be educated

37. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 37 Audience Analysis and Report Organization Indirect Pattern If readers need to be educated If readers need to be educated

38. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 38 Audience Analysis and Report Organization Indirect Pattern If readers need to be educated If readers need to be educated Report ----------------------- -----Main Idea ---- Report ----------------------- -----Main Idea ----

39. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 39 Audience Analysis and Report Organization If readers need to be persuaded If readers need to be persuaded

40. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 40 Audience Analysis and Report Organization If readers need to be persuaded If readers need to be persuaded

41. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 41 Audience Analysis and Report Organization Indirect Pattern If readers need to be persuaded If readers need to be persuaded

42. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 42 Audience Analysis and Report Organization Indirect Pattern If readers need to be persuaded If readers need to be persuaded

43. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 43 Audience Analysis and Report Organization Indirect Pattern If readers need to be persuaded If readers need to be persuaded Report ----------------------- -----Main Idea ---- Report ----------------------- -----Main Idea ----

44. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 44 Audience Analysis and Report Organization If readers may be hostile or disappointed If readers may be hostile or disappointed

45. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 45 Audience Analysis and Report Organization If readers may be hostile or disappointed If readers may be hostile or disappointed

46. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 46 Audience Analysis and Report Organization Indirect Pattern If readers may be hostile or disappointed If readers may be hostile or disappointed

47. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 47 Audience Analysis and Report Organization Indirect Pattern If readers may be hostile or disappointed If readers may be hostile or disappointed

48. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 48 Audience Analysis and Report Organization Indirect Pattern If readers may be hostile or disappointed If readers may be hostile or disappointed Report ----------------------- -----Main Idea ---- Report ----------------------- -----Main Idea ----

49. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 49 Audience Analysis and Report Organization If readers need to be educated If readers need to be educated If readers need to be persuaded If readers need to be persuaded If readers may be hostile or disappointed If readers may be hostile or disappointed

50. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 50 Audience Analysis and Report Organization If readers need to be educated If readers need to be educated If readers need to be persuaded If readers need to be persuaded If readers may be hostile or disappointed If readers may be hostile or disappointed

51. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 51 Audience Analysis and Report Organization Indirect Pattern If readers need to be educated If readers need to be educated If readers need to be persuaded If readers need to be persuaded If readers may be hostile or disappointed If readers may be hostile or disappointed

52. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 52 Audience Analysis and Report Organization Indirect Pattern If readers need to be educated If readers need to be educated If readers need to be persuaded If readers need to be persuaded If readers may be hostile or disappointed If readers may be hostile or disappointed

53. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 53 Audience Analysis and Report Organization Indirect Pattern If readers need to be educated If readers need to be educated If readers need to be persuaded If readers need to be persuaded If readers may be hostile or disappointed If readers may be hostile or disappointed Report ----------------------- -----Main Idea ---- Report ----------------------- -----Main Idea ----

54. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 54 Applying the Writing Process to Reports Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Analyze the problem and purpose. Anticipate the audience and issues. Prepare a work plan. Research the data. Organize, analyze, interpret, illustrate the data. Compose the first draft. Revise, proofread, and evaluate.

55. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 55 Work Plan for a Formal Report Statement of problem Statement of purpose Sources and methods of data collection Tentative outline Work schedule

56. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 56 Researching Report Data

57. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 57 Locating secondary print data Books – card catalog, online catalog Periodicals – print indexes, CD-ROM indexes Researching Report Data

58. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 58 Locating secondary electronic data Electronic databases The Internet World Wide Web search tools Google AltaVista HotBot Yahoo! Evaluating Web sources How current is the information? How credible is the author or source? What is the purpose of the site? Do the facts seem reliable? Researching Report Data

59. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 59 Tips for searching the Web Use two or three search tools. Understand case sensitivity. Prefer uncommon words. Omit articles and prepositions. Use wild cards. Know your search tool. Learn basic Boolean search strategies. Bookmark the best pages. Be persistent. Repeat your search a week later. Researching Report Data

60. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 60 Researching primary data Surveys Interviews Observation Experimentation Researching Report Data

61. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 61 Illustrating Report Data

62. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 62 Functions of graphics To clarify data To condense and simplify data To emphasize data Illustrating Report Data

63. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 63 Forms and objectives of graphics Table To show exact figures and values ClassAgreeDisagreeUndecided Seniors73812354 Juniors3453476 Sophomores12323478 Freshmen45567123 Illustrating Report Data

64. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 64 Forms and objectives of graphics Bar chart To compare one item with others Illustrating Report Data

65. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 65 Forms and objectives of graphics Line chart To demonstrate changes in quantitative data over time Illustrating Report Data

66. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 66 Forms and objectives of graphics Pie chart To visualize a whole unit and the proportion of its components Illustrating Report Data

67. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 67 Forms and objectives of graphics Flow chart To display a process or procedure Illustrating Report Data ReceiveTest Floor Shelves Ship Re-box Re-stock Repair

68. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 68 Forms and objectives of graphics Organization chart To define a hierarchy of elements Illustrating Report Data

69. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 69 Forms and objectives of graphics Photograph, map, illustration To create authenticity, to spotlight a location, and to show an item in use Illustrating Report Data

70. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 70 Pie Chart 2001 MPM INCOME BY DIVISION

71. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 71 Use pie charts to show a whole and the proportion of its components. Generally begin at the 12 o’clock position, drawing the largest wedge first. Computer software programs, however, may vary in placement of wedges. Include, if possible, the actual percentage or absolute value for each wedge. Pie Chart

72. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 72 Use four to eight segments for best results; if necessary, group small portions into one wedge called “Other.” Distinguish wedges with color, shading, or crosshatching. Keep all labels horizontal. Pie Chart

73. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 73 Vertical Bar Chart 40 30 20 10 0 Scale value Scale captions Source note Millions of Dollars Source: Industry Profiles (New York: DataPro, 2002), 225. Theme Parks Motion Pictures Videos $22.0 $32.2 $24.3 Figure 1 Figure number 2001 MPM INCOME BY DIVISION Figure title

74. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 74 Bar Charts Bar charts make visual comparisons. They can compare related items, illustrate changes in data over time, and show segments as parts of wholes. Bar charts may be vertical, horizontal, grouped, or segmented. Avoid showing too much information, thus producing clutter and confusion.

75. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 75 Bar Charts The length of each bar and segment should be proportional. Dollar or percentage amounts should start at zero.

76. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 76 Documenting Data

77. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 77 Reasons for crediting sources Strengthens your argument Gives you protection Instructs readers Documenting Data

78. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 78 Learning what to document Another person's ideas, opinions, examples, or theory Any facts, statistics, graphs, and drawings that are not common knowledge Quotations of another person's actual spoken or written words Paraphrases of another person's spoken or written words Documenting Data

79. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 79 Manual notetaking suggestions Record all major ideas from various sources on separate note cards. Include all publication data along with precise quotations. Consider using one card color for direct quotes and a different color for your paraphrases and summaries. Documenting Data

80. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 80 Electronic notetaking suggestions Begin your research by setting up a folder on your hard-drive that will contain your data. Create separate subfolders for major topics, such as Introduction, Body, and Closing. When on the Web or in electronic databases you find information you may be able to use, highlight (i.e., drag with your mouse) the passages you want to save, copy them (using control-c), paste them (using control-v) into documents that you will save in appropriate subfolders. Documenting Data

81. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 81 Be sure to include all publication data. Consider archiving on a Zip disk the Web pages or articles used in your research in case the data must later be verified. Documenting Data

82. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 82 Learn to paraphrase Read the original material carefully so that you can comprehend its full meaning. Write your own version without looking at the original. Do not repeat the grammatical structure of the original, and do not merely replace words of the original with synonyms. Reread the original to be sure you covered the main points but did not borrow specific language. Documenting Data

83. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 83 Two Documentation Formats Modern Language Association Author’s name and page (Smith 100) placed in text; complete references in “Works Cited.” American Psychological Association Author’s name, date of publication, and page number placed near text reference (Jones, 2000, p. 99). Complete references listed at end of report. Documenting Data

84. Mary Ellen Guffey, Business Communication: Process and Product, 4e Ch. 12, Slide 84 End