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Writing Business Reports
and Proposals
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Chapter 10 Objectives
Discuss why businesses need reports andhow these documents can be classified.
Distinguish between informational andanalytical reports.
Explain the difference between a problemstatement and a statement of purpose,and then identify five other elementsincluded in a formal work plan.
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Chapter 10 Objectives
Describe six tasks necessary toinvestigating business reports.
Define business interviews, andlist four types of interviewquestions.
Clarify what it means to adaptyour report to your audience.
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Definition of a Report
A written or oral message which
Conveys information about research orstatus from one area of business to
another to assist a managers decision
making function.
Presents possible solutions to a business
problem.
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The Purpose/Function of Reports
To make sound decisions and find
effective solutions
To provide a formal, verifiable link
between people, places, and times
To serve as permanent records
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The Purpose/Function of
Reports
To solve immediate problems
To provide complete, accurate,
objective information
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Characteristic of A Good
Report
Well ResearchComplete, accurate, and up-to-date
Well Structured
Specific in scope, terms of reference,relevant, logical with clear conclusion andrecommendation. E.g. to identify the drop insales of product XYZ over the period of 6months for the year 200_ .
Well Written
Consistently classified, clearly presented,precise and objective, readable, wellplanned and edited by expert.
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Electronic ReportsPros and Cons
Advantages
Cost savings
Space savings
Faster distribution
Multimediacommunication
Easiermaintenance
Disadvantages Hardware and software
costs
System incompatibility
Training needs
Risks to data securityand integrity
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Types of Business Reports
Informational reports focus on facts and
are intended to educate readers
Analytical reports provide data analyses,
interpretation, and conclusions. In
analytical reports, information plays a
supporting role.
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InformationalReports
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Informational Reports
Monitor and Control Reports
Purpose: To track performance and chartthe future
Key to success: Be accurate, thorough,and honest
Types
Plans
guidelines for future actions Operating reports performance statistics
Personal activity reports accounts ofwork-related activities
2000 by Prentice Hall
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Deciding on Length and Format
When selecting a format, youhave four options:
Preprintedform
Letter
Memo
Manuscript
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Analytical Reports
Reports for solving problems
Proposals for obtaining new
business or funding
Reports for justifying a project
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Structural Approachesfor Logical Argument
Yardstick approach
2 + 2 = 4 Approach
Scientific method
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Logical Argument: 2 + 2 = 4
Approach
Readers can follow writers thought pattern
Main outline points are independent reasons
Introduction discusses purpose, scope,background, and reasons to accept writerscase
Main section introduces reasons and softensapproach
Final section summarizes reasons anddevelops recommendations
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Logical Argument: Scientific Method
Readers draw their own conclusions
Main points are alternative hypotheses
Introduction states problem and lists possiblecauses or solutions
Main sections correspond to various alternatives
Final section summarizes findings, validity ofsolutions, and recommendations
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Logical Argument:Yardstick Approach
List of criteria used for evaluatingsituation or proposals
Introduction discusses problem and
presents criteria
Main sections correspond to criteria
or alternatives
Final section identifies best alternativeand provides recommendations
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Problem-Solving Reports
Purpose: To analyze alternative
solutions
Key to success: Provide facts, givesound analysis, use good
communication skills
Types Troubleshooting reports
Research reports
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Justification Reports
Purpose: To convince topmanagement to approve or endorse aproject
Key to success: Explain whynecessary, whats involved, costs,and benefits
Types
Acquisitions of tangible assets
Reorganizations (department andcompany)
Procedural and program changes
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New Business or FundingProposals
Purpose: To convince customer to buyproducts, services, plans, or projects
Key to success: Prepare with care
Types Solicited
Prepared at request of client
Must meet specifications of RFP Unsolicited
Initiated by seller Succeed only if client convinced of need for action
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Proposals
What is aproposal?
How do proposals differ from justifications?
What is a solicited proposal? An unsolicitedproposal?
A proposal is a special type of analytical report thatgets products, plans, or projects accepted byoutsiders.
Proposals are legally binding and often competefor a clients business. Justifications do neither. Clients request solicited proposals. Unsolicited
proposals are initiated by organizations to obtainbusiness or funding.
QuickQuiz
QuickQuiz
QuickQuiz
QuickQuiz
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Planning Business Reports
Begin with a prob lem s tatement
Limit your scope
Outline issues to investigate
Develop a statement of purp ose
Prepare work plan
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Developing a Work Plan
Prepare a work plan by including
the following elements:Statement of problem
Statement of purpose
Tasks to be done
Products that will result
Project assignmentsWorking outline
Follow-up activities
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LetsDiscuss
LetsDiscuss
LetsDiscuss
LetsDiscuss Investigating
What are six activities that help youorganize the research process?
What is the difference betweenprimary research and secondaryresearch?
Where do you go to look for industryinformation? For specific companyinformation? For commercialdatabases?
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Secondary Information
Resources in a Library
Business books
Almanacs
Newspapers
Periodicals
Directories
Electronic databases
Government publications
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Searching a Database Select appropriate databases.
Use multiple search engines.
Use key words and phrases.
Use short phrases.
Dont use stopwords.
Do not use words contained in the name of the
database.
Use variations of your terms.
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Searching a Database
Specify a logical relationship between key
words.
Evaluate the precision and quality of yourresults.
Use Boolean operators such as AND, OR,
and NOT.
Use proximity operators
Use wildcards
continued
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Preparing Effective Surveys
Provide clear instructions
Keep it short and easy to answer
Use questions that are easily tabulated
Avoid leading questions
Ask only one thing at a time
Pretest the questionnaire
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Preparing Interview Questions
Use the appropriate type of question toget the information you need.
Think about the sequence of questions.
Identify the questions you really needanswers to.
Ask smart questions.
Use a mix of question types.
Limit the number of your questions.
Edit questions for neutrality andobjectivity.
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Processing Information
You Have Gathered
Read the material and take notes.
Know when to quote and when toparaphrase.
Document your sources so you can
avoidplagiarism.
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LetsDiscuss
LetsDiscuss
LetsDiscuss
LetsDiscuss Analyze Your Data
Define the following terms:
Average
Mean
Median
Mode
Trend
Correlat ion
Conclus ion
Recommendat ion
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What are the six classification of businessreports?
How do informational reports differ fromanalytical reports?
What is a problem statement, and howdoes it differ from a statement of purpose?
What is included in a work plan for a report,
and why is it important? How does primary information differ from
secondary information?
Lets
Discuss
Test YourKnowledge
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What four types of questions can beposed during an interview?
What is paraphrasing, and what is itspurpose?
What are the characteristics of a soundconclusion? How does a conclusion differ from a
recommendation?
Why do writers use the you attitude intheir reports?
Lets
Discuss
Test YourKnowledge continued
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ASSIGNMENT- ANALYTICAL
REPORT
TOPIC
Executive
summary/abstract
Introduction
Background of the
Study
Objectives of the
Study
Problem Statement
Literature Review
Methodology
Survey analysis and
findings
Conclusion
Recommendation
References
Appendix
Sample questionnaire
Data summary
Letter of Permission Any other Exhibits