business communication workshop course coordinator:ayyaz qadeer lecture # 24
TRANSCRIPT
Business Communication Workshop
Course Coordinator: Ayyaz Qadeer
Lecture # 24
Formal Reports
Researching Secondary Data
• Print Resources– Books– Periodicals– Bibliographic indexes (print, CD-ROM, and Web-
based)
Ch. 10–3
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
Ch. 10–4
Deciding on Lengthand Format
When selecting a format, you have four options:
Preprinted form
Preprinted form
LetterLetter
MemoMemo
ManuscriptManuscript
Preparing theFinal 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.
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Visual Aids
Clarify and simplify the textClarify and simplify the text
Depict relationships between points
Depict relationships between points
Emphasize and summarize pointsEmphasize and summarize points
Attract and build credibilityAttract and build credibility
Reinforce understandingReinforce understanding
“Visualizing” Information
• Decide on the message. • Identify points requiring visual support.• Maintain a balance between illustrations and
words.• Consider your production schedule.
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Discuss Which GraphicShould You Use?
What is the best use of each of the following types of graphics?
Flow charts
Maps
Drawings
Organization charts
Tables
Bar charts
Pie charts
Line charts
Using Graphic Design Principles
ContinuityContinuity
ContrastContrast
EmphasisEmphasis
SimplicitySimplicity
ExperienceExperience
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.
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
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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.
Revising FormalReports
• 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.
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.
Components of a Formal Report
• Prefatory parts• Text parts• Supplementary parts
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
Cover Transmittal letter
Title fly Table of contents
Title page List of illustrations
Authorization letter Executive summary
Acceptance letter Synopsis
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
Topics to Considerin an Introduction
• Authorization• Problem/purpose• Scope• Background• Sources and methods• Definitions• Limitations• Report organization
Body of a Formal Report
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.
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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
Supplementary Parts
Explain what is contained in each of the following:
–Appendix
–Bibliography
– Index
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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?
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.
• 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?
Test Your Knowledge
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?
Thank You